D2.3 Dissemination Plan - WordPress.com...Feb 04, 2016 · The E-DETECT TB website mainly serves as a source of information for stakeholders and to disseminate user friendly information

Early Detection and Integrated Management of Tuberculosis in Europe

PJ-03-2015 Early diagnosis of tuberculosis

D2.3 Dissemination Plan

WP 2 – Dissemination

Due date of deliverable Month 6 – 2 November 2016 Actual submission date 14 December 2016 Start date of project May 3rd 2016 Duration 36 months Lead beneficiary UNIBS Last editor Susanna Capone Contributors UNIBS, UCL, KI, OSR Dissemination level Public

This project E-DETECT TB has received funding from the European Union’s Health Programme (2014-2020) under grant agreement No709624.

PU Page 2 of 17 Version 2.4

History of the changes

Version Date Released by Comments

1.0 12-10-2016 Susanna Capone & Alberto Matteelli (UNIBS)

First draft circulated to UCL and UNIBS for internal review

2.0 04-11-2016 Susanna Capone (UNIBS)

Second draft circulated to the consortium for input

2.1 09-11-2016 Pauline Chetail

Third draft circulated internally with collated input from KI, OSR and UCL

2.2 17-11-2016 Susanna Capone & Alberto Matteelli (UNIBS)

Fourth draft circulated internally


Final draft circulated for approval/finalisation


Final (minor) modifications and finalisation

Table of contents

1. SUMMARY OF THE E-DETECT TB PROJECT ............................................................................................. 3

2. THE E-DETECT TB DISSEMINATION STRATEGY ..................................................................................... 4

3. THE E-DETECT TB TARGET AUDIENCE ..................................................................................................... 6

4. DISSEMINATION DELIVERABLES AND TOOLS ....................................................................................... 7

4.1. INTERNAL COMMUNICATION ............................................................................................................................ 7

4.2. EXTERNAL COMMUNICATION ........................................................................................................................... 7

4.2.1. Visual identity .................................................................................................................. 7

4.2.2. On-line communication ................................................................................................... 8

4.2.3. Off-line communication................................................................................................. 11

4.2.4. Events ............................................................................................................................. 13

4.2.5. Publications ................................................................................................................... 14

5. MEASURING RESULTS ................................................................................................................................14

6. DISSEMINATION STRATEGY TIMELINE ..................................................................................................16


Summary of the E-DETECT TB project

EDETECT TB stands for early detection and integrated management of tuberculosis (TB) in Europe.

The E-DETECT TB consortium in an EC co-funded group which brings together world leading TB experts in

national public health agencies (Dutch, Italian Romanian Swedish, and United Kingdom), with industry

(Delft diagnostics) and major academic centres (Karolinska, OSR, SMI, UCL, UNIBS. It aims is to contribute to

the elimination of TB in the European Union by utilising evidence-based interventions to ensure early

diagnosis, improve integrated care and support community and prison outreach activities in low and high-

incidence countries.

The project specific objectives include:

To reduce the prevalence of TB in the community and prisons through the implementation of

outreach activities in Romania and Bulgaria

To reduce the prevalence of TB in asylum seekers at their first arrival on Italian coasts by early TB

detection (active TB and LTBI)

To collect, harmonize and analyse data coming from EU countries on migrant screening national TB

programs

To strengthen European TB surveillance through measures to support the development of national

TB strategies and action plans

The vulnerable populations targeted by the project include migrants arriving at Southern European coasts

and homeless persons, prisoners, drug users and those with multi-drug resistant TB in Eastern Europe.


1. The E-DETECT TB Dissemination Strategy

The dissemination work-package (WP2) aims to give voice and visibility to the project by effective sharing

of the outputs of the work with intra and inter member state organisations and communities.

The strategy is multifaceted and based on the use of diverse communication tools (See Section 4).

Objectives include:

To create E-DETECT TB image through the design of its logo, website and leaflet.

To set up the E-DETECT TB community through the use of a dedicated mailing list, web-site and

social networks.

To keep its image updated and attractive through the regular follow up of its web-site and social

networks.

To establish a continuous dialogue with the project target audience through participation in key-

meetings.

To share knowledge through the design, dissemination and implementation of webinars.

To disseminate project results through the elaboration of articles and manuscripts and through the

participation to the most relevant international conferences and meetings.

The Primary target audience of EDETECT TB is represented by:

- National health staff , including regional and local Public Health departments, working on TB and

vulnerable populations

- Civil society organisations and NGOs working with TB and vulnerable populations (Europe TB

Coalition and national level organisations)

- European Union

- Ministry of Health and Social Welfare of each European member state

- International agencies and organizations (WHO, UNHCR, IOM, ECDC)

- Research institutions and scientific societies (the European Respiratory Society, the Federation of

European Societies for Tropical Medicine and International Health, the European Society of Clinical

Microbiology and Infectious Diseases; the International Society of Travel Medicine, the

International Union against Tuberculosis and Lung Diseases)


The target population of the project represents a major challenge in terms of dissemination. Vulnerable

people (refugees, homeless, drug users, etc.) often have difficulties in attracting the interest of politicians,

civil society and other stakeholders. Our key audience, therefore, presents complex challenges to effective

engagement, wich may hamper dissemination. Different types of stakeholders, from civil society

organisations to politicians, and NGOs to Research Institutions, need to be reached via appropriate and

diverse communication (See Section 3).

The E-DETECT TB Consortium and its unique membership presents an opportunity for the dissemination

and communication strategy due to the wide range of expertise available including academic,

governmental and NGO members coming from different countries and professional backgrounds. Each

organisation/member brings specific communication expertise and capacity with a shared attitude for

effective dialogue with national and international partners.

Therefore, the E-DETECT TB dissemination strategy will be characterised by a multi-sectoral approach,

which will involve different communication specialists (web-designers, visual artists, video experts, social-

media communicator, graphics designer) as well as E-DETECT TB Consortium members and staff.


2. The E-DETECT TB Target Audience

Table 1 Target Audience

GROUP COMMUNICATIONS ISSUED

CIVIL SOCIETY and NGOs They represent the first and wider interlocutor. The Civil society includes representatives of each vulnerable group, TB activists, TB survivors representatives, community health workers, social assistants, representatives from the school-system and local authorities (citizens, religious leaders, etc.). National and international NGOs working on TB and on vulnerable groups from different countries will be contacted and involved as influent recipients.

To achieve strong linkage to the civil-society and the NGOs for an effective dissemination strategy we will:

organise community events

participate in focal meeting organised by civil societies and NGOs

use social media

create and disseminate a video with direct and active community as active participation.

NATIONAL HEALTH STAFF Medical doctors, Public Health Officers and other health staff working on TB and/or working specifically with migrants/Roma, (infectious diseases specialists, pneumologists, family doctors, Public Health and Hygiene specialists, paediatricians, internal medicine doctors, nurses, health assistants etc.)

Direct involvement in the WP activities of the project (such WP4 and WP5)

Design, upload and implementation of webinars on TB and migrants and active case finding

Internet and social media: website and twitter

Publication and dissemination of articles

SCIENTIFIC SOCIETIES AND COMMUNITIES The following societies will be included as priority recipients:

The European Respiratory Society

The European Society of Clinical Microbiology on Infectious Diseases

The International Society of Travel Medicine

The Federation Society of Tropical Medicine in Europe

The International Union against Tuberculosis and Lung Disease

Targeted for dissemination of:

newsletter

articles

website We will also actively participate in international conferences and congresses organised by these organisations.

INTERNATIONAL ORGANISATIONS/AGENCIES

ECDC

WHO Euro

WHO Headquarters

IOM

UNHCR

Continuous dialogue will be maintained on the relevant topics of the project (early detection, screening for active TB and LTBI) by encouraging participation in workshops and multilateral meetings. The existence of a website, regular publication of the E-DETECT TB newsletter and of scientific articles on the project results, will also be used to communicate with these agencies.

EUROPEAN COMMUNITY The European Community is the main intended beneficiary of the project and therefore a key stakeholder and target of the dissemination strategy.

The EC will be informed of all the project activities and results through regular reporting/articles/newsletter and website.


3. Dissemination Deliverables and Tools

3.1. Internal Communication

Virtual meetings (teleconferences) of all partners are organised every month to ensure internal

communication within the consortium. Information on progresses, achievements, and barriers in project

implementation are discussed during the meetings. The Share-point platform is an additional tool used for

data sharing between consortium members. This platform hosted at UCL is secure and allows access to all

project consortium members to the same up to date versions of all study documents.

Each Work-Package also organizes face to face and virtual meetings (monthly or weekly, according to the

needs) in order to plan, discuss and agree upon the activities and deliverables of the project.

Annual face-to face meeting, such as the kick-off meeting held in Luxembourg on the 8Th June 2016, are

planned in order to ensure wider and direct discussion. Face-to-face meetings for the full consortium and

its External Advisory Board (EAB) will be organised yearly, as tentatively scheduled below. As much as

possible, these meetings will be collocated with wider relevant events.

Summer 2017: London (UCL), The Hague (KNCV) or Stockholm (ECDC)

Summer 2018: TBC

Summer 2019 (final meeting): London (UCL) or TBC

3.2. External Communication

3.2.1. Visual identity

Logo

Graphic and creative visual designers developed an original logo (See Figure 1) and finalized this through

consultation with, and consensus between, partners. The official E-DETECT logo was launched at the

project kick-off meeting and will be used throughout in all communication material related to the project.

Figure 1 Project Logo


Toolkit

A toolkit, which includes E-DETECT templates for power-point presentations, meeting documents, letter

headed paper and complement slips, was created to represent an additional visual identity tool.

3.2.2. On-line communication

Website

The E-DETECT TB project website was created on the domain named www.e-detecttb.eu. It was launched

on June 23rd 2016 and it is regularly maintained. The web-page language is English (other languages could

be added if required).

The E-DETECT TB website mainly serves as a source of information for stakeholders and to disseminate user

friendly information to the public.

It consists of six pages: Home, About, Partners, News, Contact, External Link.

The “Home” page features the project’s tag line and the main information about the project, the

consortium’s publications and latest news (See Figure 2).

The “About” page provides a quick summary of the project and links providing details of project’s work plan

and the composition of the consortium. It is composed of two subpages: Workplan and Publications. The

Work plan page includes a concise description of the project activities, a quote from the coordinator and a

few graphical representations of the project and its elements. The Publications page hosts all the

documentation and publications of the project and lists all public deliverables and their planned delivery

date.

The Partners page introduces the consortium and includes a mosaic of tiles presenting the partners

individually. The news page is organised as a posts page and displays the consortium’s latest news, such as

consortium meetings, positions offered, latest results, publications, etc.

The Contact page provides email addresses for the Project Manager. It does not provide other contacts in

order to streamline communication and ensure any request is treated in a timely manner. It also includes a

form through which interested visitors can sign up to receive news about the project by email (the project’s

mailing list).

The External Links Page provides a short description and links to relevant international and European

initiatives, notably previously funded EU projects. It will be populated and updated as the consortium

creates links towards other initiatives and projects.

http://www.e-detecttb.eu/


Figure 2 Website Home Page

The “Home” page features the project’s tag line and the main information about the project, the consortium’s publications and latest news.

The “Partners” page introduces the consortium and includes a mosaic of tiles presenting the partners individually.

The “About” page provides a quick summary of the project and links providing details of the

project’s work plan and the composition of the consortium. It is composed of two subpages:

Workplan and Publications. The Work plan page includes a concise description of the project

activities, a quote from the coordinator and a few graphical representations of the project and its elements. The Publications page hosts all the

documentation and publications of the project and lists all public deliverables and their planned

delivery date.

The “News” page is organised as a posts page and displays the consortium’s latest news, such as consortium meetings, positions offered, latest results, publications, etc.

The “Contact” page provides email addresses for the Project Manager. It does not provide

other contacts in order to

streamline communication and ensure any request is treated in

a timely manner. It also includes a form through which interested visitors can sign up

to receive news about the project by email (the project’s

mailing list).

The “External Links” provides a short description and links to relevant international and European initiatives, notably previously funded EU projects. It will be populated and updated as the consortium creates links towards other initiatives and projects.


Mailing-list

Two mailing lists have been created. The first list, includes all E-DETECT TB Consortium Members and a

further mailing list will include representatives of our target audience. These lists allow easy sharing of

newsletters, articles or any relevant document.

The website includes a form in the “Contact” section to allow for interested audiences to sign up to the

mailing list should they wish so.

Newsletter

Every 6-9 months a newsletter describing the most important achievements of the project will be created

and uploaded on the website and shared through the mailing list, upon clearance with Consortium

Members. In special cases, printed copies could be distributed at target events.

Social media

Social media and social media engagement are key to the success of every communication action aimed at

the general public, particularly when dealing with complex and articulate contents and information

generated by a research project. The team in charge of this segment of the communication will select the

more suitable social media in accordance to the identified targets and the communications goals of the

project and the community of researchers behind it.

After the preliminary phase, each of the chosen social media will be managed and enriched according to

the established strategy and communication plan.

a. Twitter

In the general context of the communication arena, Twitter is a particularly fast and easy social media. In

order to work at its best, the project account should publish at least 3 tweets per week, ranging from news

or content directly related to the project, but also monitoring news, publications and contents produced by

peers research groups, public and private institutions, but also media. All this communication should aim

at engaging the public in the discussion on the topics related with the project, but also to put the contents

produced by the project (research results, communication products, etc.) in the general context of the

communication arena on the social network. In order to better achieve this goals, a few specific account list

should be created 'should be created to build a community around the project.


b. Facebook

A dedicated page, sharing the most relevant contents and results of EDETECT TB project and activities will

be created and regularly updated by communication experts, and linked with the website and Twitter

messages.

Facebook and Twitter are two completely different social media, and different are also the kind of

audiences the project could target through each of them. On Facebook a page dedicated to the project will

be created and it will be updated once every one or two weeks (or more, if needs be) with new contents

from the project website, from the YouTube channel, from the general media (see Twitter). The page will

mirror the Twitter contents, but with a specific language, designed to better suite the specificity of the

media.

c. YouTube

YouTube will be used for dissemination of short videos created during core E-DETECT workshops, and to

post the official videos produced at mid-term and at the end of the project (see below).

3.2.3. Off-line communication

Leaflet

A project leaflet was produced as the identity card of E-DETECT TB project (See Figure 3). It briefly

introduces the project background, objectives, work-packages and outputs. The aim of the leaflet is to give

a direct, catchy, snapshot of E-DETECT TB. It highlights the Consortium members and the existence of the E-

DETECT TB dedicated website.

The leaflet target recipients are research and academic institutions, as well as national and international

organisations. It will be disseminated during major events, e.g. international congresses /workshops on TB,

some specific national conferences or other significant events.

English is its first language but a translated version of the leaflet will be available in other languages

according to specific needs (Italian and Romanian will be primarily considered). We will print 2,700 copies

to distribute to each partner for further dissemination: 200 copies/member except for UNIBS, who will

receive 500 copies, as leader of the communication package.

The leaflet will be available electronically on the project website and other relevant and related websites

(ECDC/ERS/WHO). An easy-to-print version of the leaflet is developed for partners. This version differs only

on graphic definition and printing characteristics, while content and structure do not change.

https://e-detecttb.eu/


Figure 3 Leaflet

Policy-briefs

At the beginning of the project a policy-brief, summarizing the aim, objectives and main activities of the

project was created. It is downloadable on the project’s website: www.e-detecttb.eu/about/publications.

Specific briefs on early diagnosis and case holding and any relevant results to be shared and disseminated

to national and international institutions will be eventually produced during the life-time of the project.

Press-Release

At the beginning of the project and at other strategically important time points (i.e publication of articles,

World TB day, World day of Migrants and Refugees, etc.) a Press Release will officially inform the public of

the most important events of E-DETECT TB.

https://e-detecttb.eu/about/publications/


3.2.4. Events

Webinars

Webinars will be organized once in 2017 and in 2018 to disseminate evidence and policies related to TB

prevention and care among vulnerable populations. A didactic tutorial on active case finding and on

migrant screening will be designed and disseminated. Their content will be shared with all the E-DETECT TB

Consortium members, finalised upon agreement and finally uploaded on the web-site. Potentially other

website (i.e. ECDC, ERS) will promote E-DETECT TB webinars with direct linkage on their pages.

Accreditation of the webinars through the European Credit System is under evaluation.

Peer-learning events

As part of WP4, peers who support vulnerable groups will be trained by the Find and Treat Service at

bespoke events. These events will be held in Bucharest ensuring that all peers working on the mobile digital

x-ray van can support members of vulnerable groups locally.

Meetings

Several meetings will be organized throughout the project:

• The kick-off meeting was organized in Luxemburg on 8 June 2016

• Annual face-to-face project meetings will be organized in 2017 and 2018 to convene all partners and

shared results

• Ad-hoc technical meetings will include:

Workshop on active case finding event in Bucharest in 2017 (WP4)

Presentation of the WP5 advancements during the Italian TB day in Milan (24 March 2017)

National programmes consensus meeting in 2018 (WP7)

Engagement of civil society event at TB Europe Coalition/TB associations.

• An agenda of relevant institutional, research, and social meetings that are relevant to the project

objectives will be periodically created. Participation to such events will be strategic in order to

strengthen the relations with the different stakeholders and to promote the E-DETECT TB Project

visual identity and results.


3.2.5. Publications

Articles

Every year at least one scientific publication on E-DETECT TB project and its results will be produced by

Consortium members and submitted for publication in international journals. The work packages, directly

involved in the implementation phase of the project, aim to produce one paper/year according to the

results of their activities. Once published, articles will be uploaded on the web-site.

Videos

Two video will be created at mid-term and the end of the project with the contribution of all Consortium

members and the involvement of stakeholders (health staff, civil society, researchers, etc.). They will focus

on TB in vulnerable groups affected by the project. It will be developed with input from different countries

to create a more effective visual identity of the project. Videos will be posted on the web-page and, after

creating an E-DETECT account, on YouTube in order to diversify and expand the audience. We will also

allow other organisations such as ERS, if interested, to host E-DETECt TB videos.

4. Measuring Results

The dissemination strategy will be monitored throughout the project in order to evaluate its

implementation. Monitoring will be essential to readdress, modify or simply strengthen planned activities.

At the end of the project, selected monitoring and evaluation (M&E) indicators (See Table 2) will enable us

to draw a global picture of the dissemination strategy’s success, comparing the expected outcomes with

the achievements. Quantitative and qualitative targets were identified for indicators where possible.

Table 2 Quantitative indicators of the dissemination work package

ACTIVITY OUTPUT INDICATOR TARGET

Internal

communication

% of Consortium members taking part to

monthly meeting/year

90%


On-line

communication

Web-site Number of website visits/semester NA*

Off-line

communication

Leaflet Number of leaflets distributed to the

stakeholders/year/each Consortium

member

200

Policy- briefs Number of national and international

authorities reached/policy brief

NA*

Press Release Number of E-DETECT TB Press

Releases/year

1

Social Media

Twitter

YouTube

Number of followers on Twitter/year

Number of followers

On YouTube/year

NA*

NA*

Video Video Videos uploaded on YouTube 1

Training Webinars Number of trainees/webinar 80

Peer-events Number of participants to peer-

events/year

NA*

Events Meetings

External events (Conferences,

Congresses, International

Workshops…)

Number of national meeting

organized/year

Number of international meeting

organized/year

Number of external events where E-

DETECT TB is presented/ year

1

1

3

Publications Articles Number of articles published/overall

length of the project

3

NA*= not applicable


Although selecting qualitative indicators may prove very challenging, a way to measure the overall quality

of the dissemination and communication package will be explored by creating a survey to be administered

to a sample of stakeholders using standardized methodologies (Vos 2009).

5. Dissemination Strategy Timeline

The different deliverables of the project will respect a pre-determined timeline, as shown in Figure 4.

For internal communication, virtual meetings will be organised on a monthly basis or even more frequently

(weekly, be-weekly) in case of specific needs.

Publication of papers will possibly start from M18, according to the results collected from each work-

package (WP). One additional paper/WP will be composed by M24 and by the end of the project.

Possible minor changes on the timeline could occur during the implementation phase but should not have a

negative impact on the overall organisation of the project.


Figure 4 E-DETECT TB timeline

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