FAQ

  1. What is the timeline of the RFA?
  2. How do I apply?
  3. What if I have questions about the RFA?
  4. Is there a way for me to ask questions directly?
  5. How will pilot sites be selected?
  6. How many pilot sites will be selected?
  7. What criteria are pilot sites expected to meet?
  8. Will every site receive the same set of symbols?
  9. Will I be able to choose where the signage is placed?
  10. Will pilot sites receive compensation for participating?
  11. What are the benefits of being a pilot site?
  12. Are symbols being developed for all the terminology found in health signage?
  13. Will every site use the same set of symbols?
  14. Will I be able to choose where the signage is placed?
  15. How will the new signage be installed?
  16. Will the facility receive a copy of the final report or conclusions of the evaluation?
  17. Who will pay for sign fabrication for the project?
  18. What costs will be incurred by participating facilities?
  19. I am a designer working with the health care facility. Can I get involved with the process?
  20. My facility is small or in an urban area. Ten locations on one floor may be a challenge for smaller facilities. Will this requirement be used to disqualify applicants?
  21. Will the new signage be made compatible with existing signage?
  22. Will exterior signs on a campus be part of the testing?
  23. What happens to the existing signage during the testing?
  24. What will be done for signage needs beyond those addressed with symbols?
  25. Will other signage, not specific to the locations required for testing, be part of the audit?
  26. What formats are acceptable for the blueprints/layouts of our hospital?
  27. In regards to "Facilities Management" focus groups, can members of the Housekeeping staff be included?
  28. Can you clarify the format of the application? We are confused with the last sentence where it states the application should be on white paper and black ink. The application should be all electronically submitted right?
  1. What is the timeline of the RFA?

    2. RFA Released:

    September 17, 2004

    Deadline for Written Inquiries:

    October 25, 2004

    Informational Conference Call:

    November 10, 2004

    On Line Application Deadline:

    December 17, 2004

    February 5, 2005:

    Pilot Sites Announced

    March 15 , 2005 :

    1-day Orientation in Chicago, IL

    March -May 2005:

    Site Visits

    May 27, 2005:

    Pilot Site Testing Completed

  2. How do I apply?

    3. Applications must be submitted on-line no later than Friday, December 17, 2004. The On-Line Application is available through the Signs That Work website. Go to the Pilot Sites section and click on On-Line Application. Instructions to complete the On-Line Application are provided.

    You will need three things to file an application:

    • A Letter of Interest written on official letterhead
    • Map(s) of your facility
    • Photographs for a sign audit as described in the RFA

    A hard copy of the cover letter with the On-Line Application receipt confirming receipt of the On-Line Application must be mailed to the National Program Office. Please refer to the RFA for more information.

    If you have problems uploading documents or completing the On Line Application please email info@hablamosjuntos.org or call the National Program Office (213) 743-1556.

  3. What if I have questions about the RFA?

    4. Inquiries concerning any aspect of this RFA should be submitted in writing, either by fax or electronic mail. Telephone inquires will not be accepted. Respondents are encouraged to participate in a scheduled conference call on November 1, 2004.

    Fax: To submit questions by fax indicate on fax cover Subject line RE: QUESTION FROM RFA RESPONDENT.”Fax to 213.743-1553

    Email: Submit questions via electronic mail with Subject line RE: QUESTION FROM RFA RESPONDENT.”to: info@hablamosjuntos.org

    All written questions received by October 25, 2004 will receive a reply.

  4. Is there a way for me to ask questions directly?

    5. Yes. A conference call is scheduled to enable prospective applicants to ask questions. The National Program Office, Society for Environmental Graphic Design (SEGD), JRC Design and the Robert Wood Johnson Foundation will be available to answer questions.

    Date: Monday, November 10, 2004
    Time: 10:00 AM to 11:00 AM (PST); 1:00 PM to 2:00 PM (EST)
    Purpose: To review pilot site requirements and application
    Dial-In Number: (702) 851-3330
    Password: 610620
    Cost: The price of your individual long-distance call
    Invitations: Open to all prospective respondents

    To listen to a recording of this conference call - go to www.hablamosjuntos.org, Signs that Work, Pilot Sites.

  5. How will pilot sites be selected?

    6. Facilities in different parts of the country, with different population centers will be selected. The Evaluation Team will select four facilities: one facility each from large urban and small/rural regions and two facilities from midsize regions:

    • Large Urban Region (1,000,000 or more population)
    • Mid size Region (250,000 to 1,000,000 population)
    • Small/Rural Region (less than 250,000 population)

    Society for Environmental Graphic Design (SEGD) will lead the review team. To be considered all applicants must: a) submit a complete On-Line Application and the facility proposed must meet the minimum criteria. Applicants that qualify will then be assessed for the following:

    • Leadership commitment to the project and a stated willingness to provide the staff and other required project resources.
    • Designated Project leader and ideally, their participation in a one-day orientation meeting on March 15, 2005 in Chicago. (Project leader attendance is not required as long as someone from the facility is present at this meeting.)
    • Stated commitment of staff participation and support for a 2 to 3 day site visit to evaluate the effectiveness of the new symbols signage system.
    • Stated commitment to secure interpreters to enable limited English speaking visitors and patients to participate in a random on-site, in-person survey.
    • Facilities maps and a short photographic and descriptive signage audit.

  6. How many pilot sites are needed?

    7. Four pilot sites will selected through this RFA. The facilities will vary in complexity, size and geographic location. All facilities will meet the minimum requirements described below, including the number of destinations to be tested. Inpatient and outpatient facilities with single or multiple floors submitting a completed Application with required attachments will be considered.

  7. What criteria are pilot sites expected to meet?

    8. To be eligible for consideration facilities must meet the following criteria:

    • Minimum Size Required - At least ten different destinations and be able to support testing of 10-12 symbols. Most of these destinations should be on the same floor. Facilities selected in total must have 3-5 destinations in common.
    • Multi-Lingual Consumer Base Required - Serve patient populations that are limited English speaking from a minimum of four languages minorities.

  8. How long must the facility commit to this project?

    9. Pilot site evaluations will take place from March 15, 2005- May 27 2005. Pilot site involvement includes attending a one-day meeting in Chicago (March 15) and participating in a two-day site visit. The facilities commitment ends with the completion of the symbols testing designed for that facility.

  9. If I'm not selected, will there be future pilot programs I can apply to?

    10. No. The pilot sites selected will support the evaluation of a set of tested symbols applied in a health facility. Once the project is completed no additional pilot sites are needed.

  10. Will pilot sites receive compensation for participating?

    11. Participation as a pilot site is voluntary and at the facility’s own expense. There are costs and benefits associated with being a pilot site.

    Cost to participate as a pilot site include: a) use of the facility and application of temporary signage, b) staff time and attention to support evaluation activities over a two day period, c) potentially the need to offer patients and visitors incentives to participate in the evaluation process, and d) the need to retain interpreters to help limited English speaking participants. No compensation is provided.

  11. What are the benefits of being a pilot site?

    12. Participation as a pilot site will require a bit of work on the part of any facility selected, but the benefits are enormous. Benefits include:

    • Recognition - Only four facilities will be selected to participate in this national evaluation of health symbols as a new and innovative way to meet the signage needs of multilingual and literacy challenged populations. The products and learning from this project will be disseminated broadly among architects and environmental graphic designers as well as healthcare facilities leaders.
    • Wayfinding Audit –The pre and post evaluation design proposed for the pilot sites will generate a comprehensive signage audit of the wayfinding system in place. Results will identify strengths and weakness and how well the signage meets the multilingual needs of the patient population served.
    • Wayfinding Solutions –At the conclusion of the site visits, pilot sites will be left with a better understanding of wayfinding issues that need to be resolved and customized solutions developed by a nationally recognized team of graphic design and facilities experts.

  12. Are symbols being developed for all the terminology found in health signage?

    13. No. The project is beginning with 28 referents or locations found in health facilities. Symbols for these 28 referents are being tested for comprehensibility with patients who speak limited English from a variety of language groups, including English. The symbols that are found to have high comprehension ratings will be tested in the pilot sites. The referents under consideration include:

    Ambulance Entrance
    Billing Department
    Cardiology
    Care Staff Area
    Chapel
    Diabetes
    Emergency
    Family Practice Clinic
    Immunizations
    Infectious Diseases
    Intensive Care
    Internal Medicine
    Interpreter Services
    Laboratory
    Mammography
    Medical Records
    OB Clinic
    OB/GYN
    Oncology
    Outpatient
    Pediatrics
    Pharmacy
    Physical Therapy
    Radiology
    Registration
    Social Services
    Surgery
    Waiting Areas

  13. Will every site use the same set of symbols?

    14. No. Based on the results of the pre-design audit, the Technical Advisory Committee will develop a post occupancy survey for each pilot site. The symbols tested in each site will include a core group which will be tested in all sites and some that will be selected specifically for your site.

  14. Will I be able to choose where the signage is placed?

    15. No. The symbols used and where they are placed will be determined by the evaluation goals. The pilot site evaluation is designed to help us learn about strengths and weaknesses of using symbols signage and to determine how well the signage meets the multilingual needs of the patient population served.

    A post occupancy survey protocol will be developed for each site based on the results of the pre-audit and overall evaluation goals. JRC Design will provide signage and work with facilities staff to install the new signage in accordance with the post occupancy survey protocol developed for each site. This team, which will include facility staff from the pilot sites, will then place the signage in the appropriate areas.

  15. How will the new signage be installed?

    16. JRC Design will provide temporary signage and work with facilities staff to install the new signage in accordance with the post occupancy survey protocol developed for each site. Signs used for the study will be made of foam core and placed on existing signs masked with brown paper. The temporary signs will be placed with putty and tape that will not harm the facility. The signs will also be a modular kit of parts that can be flexibly utilized in the process. Sites will not incur costs related to the new signage.

  16. Will the facility receive a copy of the final report or conclusions of the evaluation?

    17. Yes. The project will produce a set of tested symbols for common health signage terminology with guidelines and standards for using the new system in health facilities. Promotional materials to increase public understanding of the symbols will also be developed. Collectively these products are referred to as a “kit of parts.”The new health symbology system (the “kit of parts”) will be made available at no cost to the pilot sites and interested public through SEGD, Hablamos Juntos and the Robert Wood Johnson Foundation.

  17. Who will pay for sign fabrication for the project?

    18. The project will be employing volunteer fabrication firms to build and deliver the signs. This will not be a cost for the institution.

  18. What costs will be incurred by participating facilities?

    19. We expect the institutions to take on two costs. First the cost of interpreters, either in house or hired out, and also possible incentives for the 30-35 people to participate in the project.

    Other indirect cost to participate as a pilot site include: a) use of the facility and application of temporary signage and b) staff time and attention to support evaluation activities over a two day period.

  19. I am a designer working with the healthcare facility. Can I get involved with the process?

    20. Certainly. Facilities will be encouraged to include in-house or contract employed designed in the pilot site activities. We hope that a designer involved with the process can review our wayfinding testing plans as well as participate in the focus group tests. We feel that would certainly help us with our testing process.

  20. My facility is small or in an urban area. Ten locations on one floor may be a challenge for smaller facilities. Will this requirement be used to disqualify applicants?

    21. When we set up the criteria asking that most of the destinations be on one floor, We believed that having 7 destinations on one floor and 10-12 destinations overall was the right number for an adequate test process, but knowing the various issues among different facilities we believe that this may not be possible, especially in multi-floor facilities. After talking with our design and testing experts we believe that the number of destinations can drop below six on one floor if part of a multi-floor facility or containing exterior destinations in a campus. If the facility is a small clinic we will also consider less than 10 destinations. But eight altogether (On all floors and campuses) is the minimum we need for adequate testing. Please email any specific situations to info@hablamosjuntos.org.

  21. Will the new signage be made compatible with existing signage?

    22. No. New signage will be developed specifically for testing purposes. It is not intended to serve as permanent signage The signs we will be putting up will be separate from existing signs to ensure valid testing.

  22. Will exterior signs on a campus be part of the testing?

    23. Yes we will be able to include wayfinding testing on building exteriors as well as interiors as part of a campus. We may use banner signs instead of foam core for this part of the wayfinding testing.

  23. What happens to the existing signage during the testing?

    24. The existing signs will be part of the testing process for the pre-testing phase and than covered during the testing process. This covering up will only be temporary during the testing phase (Two days) and then uncovered again.

  24. What will be done for signage needs beyond those addressed with symbols?

    25. The testing process will only be focused on the use of symbols to satsfy multi-lingual needs in a healthcare environment.

  25. Will other signage, not specific to the locations required for testing, be part of the audit?

    26. The pre-test audit of the existing facility will cover locations that are not part of testing.

    27. We prefer to receive attachments jpgs. The objective is to get a quick overview of the facility. However, attachments also can be sent in AutoCad Lt.

    28. Focus groups can include anyone that works in the facility that assists in facility wayfinding including receptionist staff. Housekeeping staff can be included.

    29. Yes, the application is submitted on line. In addition to electronic submission we are requesting a hard copy of the cover letter for the project files. The cover letter must be submitted on corporate letterhead, white paper with black ink is preferred. If you would like to mail any additional brochures or marketing materials that cannot be sent electronically you may do so. These can be in any format.