Team Charter and Roster (docx) guides facilities through the pieces needed to level-set the effort, and identify appropriate team members and their responsibilities.

Implementation teams are groups of decision-makers who collaborate on policy or practice changes to establish multi-level understanding and build trust across sectors. The implementation team is responsible for the COVID-19 vaccination policy, from development through implementation. Aim to create a team with members who have one or more of the following characteristics:

  • Perceptive of stakeholder groups’ knowledge, attitudes, beliefs, motivations, behaviors, and norms
  • Trusted by stakeholders and able to build linkages
  • Able to provide input into group(s)’ barriers, facilitators
  • Able to contribute different skills or perspectives (e.g. liaising between personnel/departments, providing administrative, IT, or communications support, representing facility leadership)
  • In role(s) with power to enact change
  • Able to identify, install, and/or maintain necessary infrastructure
  • Able to participate in/understand data analysis and reporting

Team Charter

  1. Project Title:
    1. Team:
    2. Population:
    3. Brief Project Description:
    4. Prepared by:
    5. Date:
  2. Background:
  3. Project Scope:
  4. High-Level Timeline/Schedule (deliverables, milestones, deadlines, notes)
  5. Measures/Tracking (measure, brief definition, required (Y/N), priority (high/medium/low), internal/external)
  6. Decision Points (title, brief description, final decision-maker(s), urgency)
  7. Project Risks & Mitigation (risk, level (high/medium/low), mitigation and escalation strategy)
  8. Signature of Sponsor/Champion and Date:
  9. Signature of Team Lead and Date:

Team Roster

These roles and responsibilities are provided as examples, and some may not apply or do not exist in certain facilities. Configure this group according to the facility’s structure and needs. The team may include sub-teams or represent several teams (e.g. policy development, operationalization, exemption review, engagement, communications). A person may serve in more than one role, or multiple people may serve in one role.

  1. Team Lead(s):articulates goals/vision, defines tasks/responsibilities and balances workload within team, manages and allocates resources, facilitates information sharing, facilitates conflict resolution, role models teamwork behaviors
  2. Administrative Support: facilitates team correspondence and meetings, manages files
  3. Clinical Champion(s): helps team understand values, culture, barriers, opportunities, pathways, key motivators of HCP groups; face of policy for HCP, trusted liaison between department(s) and team
    1. Department Director(s)
    2. Nursing Leader(s)
    3. Frontline Personnel
  4. Leadership (facility, institution, system): sponsor, programmatic support, visibility and role-modeling
    1. Executive Office (facility)
    2. Executive Office (institution or system)
    3. Patient Services
  5. Human Resources, Legal, Occupational Health: privacy, informed consent, regulatory standards, federal and state laws
    1. HR Office
    2. Legal Office
    3. Occupational Health Office
    4. Medical Exemptions SME(s)/Team
    5. Religious Exemptions SME(s)/Team, Pastoral Care
    6. Ethicist
  6. Operations: clinic, scheduling, supply and procurement, tracking, working with IT/IS
    1. Facilities/Plant Engineering
    2. Finance
    3. Administration
    4. Pharmacy
    5. Infection Control, Healthcare Epidemiology
    6. Logistics
    7. Resource Pool
    8. Procurement/Supply Chain
  7. Information Technology/Information Systems
  8. Communications and Engagement: message development, promotion, visual communications, verbal communications, coordinates with IT/IS
    1. Marketing
    2. Public Relations/Public Affairs
    3. SMEs
    4. Translation Services
    5. Public Health
    6. Executive Office Representation
Last updated August 5, 2021