IN Family Colleagues Transforming Systems Guidelines

last updated: June 2025

What is the IN Family Colleagues Transforming Systems (IN-FaCTS)?

A group of family leaders, located around the state, who aim to improve the system of care for children and youth with special needs in Indiana by identifying and addressing issues facing families to improve the system for all.

What is the mission of the IN Family Colleagues Transforming Systems (IN-FaCTS)?

The mission of the IN Family Colleagues Transforming Systems (IN-FaCTS) is to foster a collaborative partnership among families, Indiana Department of Health Title V Children’s Special Health Care Services (CSHCS) staff, and state and community partners. The goal is for all children and youth with special health care needs and their families to get what they need. This includes access, information, and support to improve their quality of life.

Who are the members of the IN Family Colleagues Transforming Systems (IN-FaCTS)?

IN-FaCTS members are families and caregivers raising children and youth with special health care needs interested in using their experiences to improve systems and services for families like theirs.

What qualities do IN-FaCTS members possess?

The ability to share insights and information about their experiences in a constructive and meaningful manner

Concern for multiple issues affecting the system of care for children with special health care needs

Good listening skills

Ability to identify personal strengths, skills, and limitations

Open minded – recognizing the diverse needs of families across the state

Comfortable communicating in group settings

The ability to work independently and collaborate with others

Dedication to teamwork with a focus on problem solving

Commitment to actively participate in meetings and between meetings to create content to support families who are accessing the system of care for children and youth with special health care needs

Eligibility

Must be a parent, family member, or caregiver who is actively involved in raising a child or youth (ages 0-21) with a special health care need, defined as a chronic emotional, physical, developmental or behavioral condition that requires care of a type or amount beyond that of children generally.
Must have experience navigating the system of care and making decisions on behalf of a child with a special health care need.
Must have interest in improving systems of care for children with special health care needs.
Must agree to join the council, adhere to its guidelines, and actively participate for a minimum of one year with the option to continue for a second.
Must have the time to attend 1.5- hour virtual meetings every other month and have access to and the necessary skills to use technology. This includes access to the internet and a device that has Zoom capability, a working camera, and a microphone.
Ability to complete work outside of meetings, with an estimated time commitment of 2-3 hours per month. Work may include reviewing materials, discussion with other local families or community partners, or development of educational content for other families.

Member Application Process

The IN-FaCTS accepts applications from new families and caregivers annually. Applications are available online at inf2f.org/in-facts. Applications are reviewed by current IN FCFCC members who then contact potential new members to discuss council guidelines and answer questions. In the first year of the council, applications will be reviewed by the taskforce members establishing the initial council. Applicants offered a council seat will be notified by August, complete orientation in September and attend their first IN-FaCTS meeting in October.

IN-FaCTS Member Compensation

IN-FaCTS welcomes members who are interested in volunteering their time without compensation. Those who wish to be compensated must have a valid Social Security Number or Tax ID Number. If compensation exceeds $600 per calendar year, the member will be issued a 1099 form from Indiana Family to Family. Processes for requesting compensation and receiving payment are outlined in the IN-FaCTS - Compensation Policy.
Members who wish to be compensated will be compensated as follows:

$75 per 1.5-hour virtual meeting ($50/hour)

$50 for each additional hour of active planning and involvement as needed by the council

Approved applicants will submit their name, contact information, and banking information to Indiana Family to Family who will execute and manage their compensation.

Member Expectations

IN-FaCTS members must demonstrate active engagement during meetings by providing input into statewide system improvements.
IN-FaCTS members are strongly encouraged to engage in the following ways:
- Attend each virtual meeting with your camera on and your mic ready.
- Create meeting agendas and provide discussion topic ideas in advance of meetings.
Share information about the needs and concerns of families of CYSHCN to the council, staff and administration and contribute to creating solutions.
Review, comment, and provide feedback on the system of services for children with special health care needs, and offer strategies to improve family participation and access to services.
Assist Title V CSHCS in engaging with other families to ensure that person- and family-centered values and priorities are achieved.
Create and provide feedback on materials developed for families.
Engage with their community and peers about issues impacting caregivers and CYSHCN.
Meeting attendance is important. If members are consistently unable to attend, the IN-FaCTS co-leads and the Indiana Family to Family (INF2F) liaison will determine ongoing membership.

Size and Structure

At least 7 and up to 15 IN Family Colleagues Transforming Systems members.
2 Family co-leads who will facilitate meetings and will meet in the opposite months for planning purposes.
Indiana Family to Family staff member serving as a liaison and support to the council’s efforts.

Membership balance will be determined by geographical region, as outlined below:

Approximately five (5) members from: District 5 (Indianapolis area).
Approximately five (5) members from: District 1, District 2, and District 3 (Gary, Lafayette, Fort Wayne, Muncie, Carmel).
Approximately five (5) members from: District 4, District 6, and District 7 (Columbus, Seymour, Bloomington, Terre Haute, Evansville).
Final membership will strive to represent all families living in IN

IN-FaCTS Co-leads

The IN Family Colleagues Transforming Systems will be led by two co-leads who are responsible for overseeing and planning meetings. The selection of the co-leads will be made by the council. The co-leads play a crucial role in maintaining the smooth operation of the IN-FaCTS, ensuring that the council stays focused on achieving its goals, promoting active participation among all members during meetings, and effectively communicating the council's activities and outcomes. Additionally, optional subcommittees, aligned with IN-FaCTS member interests, may be established to enhance the council's functionality.

INF2F Liaison

One INF2F staff member will serve as liaison for the IN-FaCTS. They will support IN-FaCTS and its members and ensure that the activities of the IN-FaCTS are integrated into system improvements and align with the goals of the IN-FaCTS. The liaison is the lead contact for other DSCC staff interested in involvement in the IN-FaCTS.

IN-FaCTS Meetings

The IN-FaCTS meets six times per year on even-numbered months (February, April, June, August, October, and December). At least four of these meetings will be virtual. IN-FaCTS may choose to host up to two (2) in-person meetings per year in lieu of meeting virtually if input from the community or other priority needs are identified. Special meetings, beyond the regular bi-monthly schedule, may also occur during the year if necessary. This flexible approach allows the council to adapt its meeting frequency and format to address specific requirements or urgent matters as they arise.

IN-FaCTS meetings, whether virtual or in-person, are open to the public, providing an opportunity for any interested parents, family members, and others who care about CYSHCN to learn about the activities of the council. Links to virtual meetings will be made available to anyone who requests access before the meeting begins.

Meeting Agendas

The IN-FaCTS liaison from Indiana Family to Family (INF2F) will collaborate with the co-leads to create and distribute an agenda and supporting documents at least 3 business days prior to the meeting date. IN FCFCC members can submit additional items for consideration ahead of the meeting. Any topic not addressed during a meeting will either be held for discussion during the next scheduled meeting or addressed via email communications between meetings.

Meeting Structure

Exploration (Engage and Explore):

As families who are involved in the system of care for children and youth with special health care needs in Indiana, the IN-FaCTS will identify aspects of the system that require improvement. This may include gaps in care, barriers in access, lack of quality within services, etc.
Once issues within the system are identified, the IN-FaCTS will prioritize their efforts on the most critical issues that can impact in a positive manner through advocacy, education, creating content for other families, etc.
The IN-FaCTS will address any knowledge gaps among the IN-FaCTS through education including inviting providers from the system of care into meetings to share their information. The IN-FaCTS may also survey additional families for feedback.
Assess practitioner, organizational and community readiness for implementation, and foster readiness for change. Develop communication processes to support the work.

Installation (Plan and Develop):

Determine if there is any current data to assess the plan of action.
Design various approaches to improve the system of care.
Assess, secure, and develop the necessary resources to put the plan in place as intended.

Initial Implementation (Initiate and Refine):

Gather feedback through multiple sources, including individuals and families, to check in on how the plan is going. Perhaps a feedback survey would be useful.
Develop improvement strategies by reviewing any data or feedback.
Communicate with practitioners, leadership, community partners, and families about progress, improvement strategies, and successes.

Meeting Minutes

INF2F will distribute meeting minutes to all IN-FaCTS members within two weeks of the meeting and post them on the IN-Facts webpage in the same timeframe. IN-FaCTS meeting minutes are available on the inf2f.org/IN-Facts website for public access and review.

Guidelines and Authority

In situations of controversy, the INF2F staff liaison and the IN-FaCTS co-leads will provide leadership by guiding the council toward resolution.

Disclosure

Meeting info might be confidential, and IN-FaCTS members must keep that information confidential. IN-FaCTS members will be trusted with information about Title V CSHCS which may include anonymized information about the population served. While IN-FaCTS members have the right to self-disclose confidential information about their own child(ren), they must do so without identifying information such as name, birthdate, etc.

Member Agreement

IN-FaCTS members are expected to sign an acknowledgement statement, agreeing to follow the Indiana Title V Children's Special Health Care Services IN Family Colleagues Transforming Systems Member Guideline terms, expectations and disclosure policy.

Indiana Department of Health
Children's Special Health Care Services
Wage & Hour Division
2 North Meridian St. Section 5 C
Indianapolis, IN 46204
TEL: (317) 233-1351 or 1-800-475-1355

Watch video

Print page

IN-FaCTS Membership is supported by a partnership between the Indiana Department of Health, Title V Maternal and Child Health Block Grant program and Indiana Family to Family. To learn more about this partnership, IN-FaCTS committee work or to get involved, visit inf2f.org/in-facts or email [email protected].