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     Indian Health Manual

Circular 18-01


DEPARTMENT OF HEALTH AND HUMAN SERVICES
Public Health Service
Indian Health Service
Rockville, Maryland 20857

Refer to: OCPS

INDIAN HEALTH SERVICE CIRCULAR NO. 18-01

Effective Date:  02/06/18

COMMUNITY HEALTH AIDE PROGRAM TRIBAL ADVISORY GROUP - CHARTER


  1. PURPOSE.
  2. STRUCTURE.  The Community Health Aide Program (CHAP) Tribal Advisory Group (TAG) will provide subject matter expertise, program information, innovative solutions, and advice to the Indian Health Service (IHS) to establish a National CHAP.
    1. Executive Sponsors.  The Executive Sponsors provide strategic leadership, direction, and guidance.  Executive Sponsors are the IHS Chief Medical Officer, Deputy Director for Field Operations, and the Deputy Director for Intergovernmental Affairs.
    2. IHS Federal Officials.  The IHS Federal Officials provide subject matter, program and policy expertise and include, but are not limited to, the Director, Office of Clinical and Preventive Services; Director, Division of Oral Health; Director, Division of Behavioral Health; Area Directors; Area Chief Medical Officers; Area Behavioral Health Consultants; and Area Dental Consultants.  The IHS Federal Officials may designate alternates as needed.
    3. Tribal Representatives.  The Tribal Representatives provide leadership, direction, input, and guidance to the CHAP.  The Tribal Representatives will consist of a minimum of one elected Tribal Leader per IHS Area, one alternate per Area, one elected Tribal Leader representative from the Tribal Self-Governance Advisory Committee (TSGAC), and one elected Tribal Leader representative from the Direct Service Tribes Advisory Committee (DSTAC).  Area Tribal Leaders will be selected by Area Directors.  The elected Tribal chairs of the TSGAC and DSTAC will serve as the self-governing and direct service Tribal representatives.
    4. Workgroups.  Workgroups will be established by the TAG to provide specific guidance on the CHAP program subcomponents in the areas of oral health, behavioral health, and community health.  Workgroups will be comprised of IHS Federal Officials and Tribal representatives.  The IHS Federal Officials will serve as chairs of workgroups.  Each Tribal TAG member may designate no more than one Tribal employee with subject matter expertise to serve on each established workgroup through written designation.  The TAG will establish workgroups for the behavioral health aide and dental health aide programs.
  3. OFFICERS.
    1. Tribal Chairperson.  Tribal Representatives will nominate one leader to serve as the Tribal Chairperson of the TAG.
      1. The Tribal Chairperson works in coordination with the Federal Co-Chairperson to lead TAG meetings and direct the activity of the CHAP workgroups toward executing the activities and/or requests of the TAG.
      2. The Tribal Chairperson is responsible for adjudication of conflicts of interest arising during the conduct of CHAP TAG business.
    2. Federal Co-Chairperson.  The Director, Office of Clinical and Preventive Services will serve as the Federal Co-Chairperson of the TAG.
      1. The Federal Co-Chairperson works in coordination with the Tribal Chairperson to lead the TAG meetings and direct the activity of the CHAP workgroups toward executing the activities and/or requests of the TAG.
      2. The Co-Chairperson is responsible for adjudication of conflicts of interest arising during the conduct of CHAP TAG business.
    3. TAG Secretary.  The Federal Co-Chairperson will appoint a designee to serve as the Secretary of the TAG.
      1. The TAG Secretary works in coordination with the Tribal Chairperson and Federal Co-Chairperson to provide necessary meeting documents.
      2. The TAG Secretary shall prepare all meeting materials and meeting summaries for the TAG.
    4. Workgroup Chairpersons.  The Federal Co-Chairperson will appoint IHS federal employees to serve as a workgroup chair for each workgroup under the CHAP TAG.
      1. The Workgroup Chairperson will work in coordination with the Federal Co-Chairperson and all designated Tribal employees to conduct meetings on specific work outlined by the TAG as it relates to the aide program.
      2. The Workgroup Chairperson is responsible for managing workgroup meetings, communicating updates across all workgroups and providing a summary of activities to the CHAP TAG.
  4. RESPONSIBILITIES.
    1. The Executive Sponsors will:
      1. Establish a TAG to provide guidance to the IHS on the establishment of a national CHAP,
      2. Seek broad tribal consultation on the TAG guidance to IHS on the establishment of a national CHAP, and
      3. Approve the final CHAP Expansion Policy and Implementation Plan.
    2. The IHS Federal Officials will:
      1. Coordinate meetings of the TAG to include key topical areas necessary to establish a national CHAP;
      2. Provide summary of meeting activities;
      3. Incorporate the input from the TAG and its workgroups into a draft policy and implementation plan;
      4. Ensure compliance with the exemption from Federal Advisory Committee Act (FACA) for intergovernmental communications where meetings are "held exclusively between Federal officials and…elected officers of…Tribal governments (or their designated employees with authority to act on their behalf), acting in their official capacities." 2 United States Code § 1534(b).  All IHS advisory groups that are convened for the purpose of generating consensus recommendations must ensure that written documentation is in place to indicate that each member of the advisory group is officially representing a Tribal Government.
    3. The TAG will:
      1. Provide input on the design and implementation of the national CHAP;
      2. Identify priorities, issues, questions for the development of the national CHAP for the workgroups to explore, discuss, resolve, and advise on;
      3. Designate Tribal employees of their respective Tribes who are subject matter experts to participate on the TAG workgroups;
      4. Consider input from workgroup members on the proposed national CHAP; and
      5. Participate in listening sessions with key stakeholders on issues related to the development of the national CHAP.
    4. The Workgroups will:
      1. Provide specific input on the design and implementation of the national CHAP to the TAG;
      2. Consult with and provide updates to the TAG;
      3. Develop recommendations to the specific aide program under the national CHAP; and
      4. Participate in listening sessions with key stakeholders on issues related to the development of the national CHAP.
  5. VACANCIES.  If a TAG position is vacated, the respective Area Director will select a replacement.  If a Workgroup Chair position is vacated, the Executive Sponsors will appoint a replacement chair.  If a Tribal employee workgroup member position is vacated, the respective Area Tribal representative will be responsible for designating a replacement workgroup member.
  6. MEETINGS.  dvisory group meetings will be held semi-annually as determined by the Executive Sponsors. Workgroup meetings will be held semi-annually at the discretion of the Workgroup Chair.
    1. Scheduled Meetings.  Depending on funding availability, it is anticipated that the Advisory Group and Workgroup will convene at least one in-person meeting semi-annually.  Other meetings, by means of teleconference, etc., will be convened as needed.
    2. Ad-hoc Meetings.  Other ad-hoc meetings may be held for specific purposes as needed and resources allow.
    3. Attendance by Members of the Public. Members of the public may observe the advisory group meetings but may not participate.
  7. TRAVEL.  The IHS will provide travel funding to one elected Tribal leader representative per Area, if in-person meetings are scheduled.
  8. EFFECTIVE DATE.  This charter becomes effective on the date of signature.

/Michael D. Weahkee/
RADM Michael D. Weahkee, MBA, MHSA
Assistant Surgeon General, U.S. Public Health Service
Acting Director
Indian Health Service

Distribution:  IHS-wide
Date:  February 6, 2018
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