Tip Sheet Proclamations - Weeblynancyford.weebly.com/uploads/1/9/4/6/1946823/...Revised 3/14/2011 1 K/FHS/FHS Common/CHILD AND FAMILY HEALTH/Tip Sheets/Proclamations.docx !! Tip Sheet

Revised 3/14/2011

1 K/FHS/FHS Common/CHILD AND FAMILY HEALTH/Tip Sheets/Proclamations.docx

Tip Sheet Proclamations

1. Proclamation (Preparer)

a. If original proclamation is in an email, copy the proclamation from the email and paste it into a new MS Word Document.

b. Make changes to the original proclamation on the Word Document using Track Changes feature. (1) Verify all items. (2) If cannot verify an item, then delete. (3) It’s okay to add statements, especially if original is brief. Check samples of past

documents for suggestions. For example, if the proclamation is about a medical condition: (a) Has the condition been defined or described? (b) Has an incident rate included? (If cannot find for Virginia, include rate for U.S.,

and specify if it’s for U.S. or Va.) (c) Have the signs and symptoms been included? (d) Has the treatment been included? (e) Have the benefits of treatment (e.g., early diagnosis and intervention) been

included? c. Format as follows:

Note: Consider turning off the “Track Changes” features when making the formatting changes to minimize the tracking comments on the right margin. (1) Font: Verdana 11 (2) Single space with double space between “WHEREAS,” statements (3) Note: If cannot get rid of double spacing, do the following:

(a) Select the entire document by quickly left-clicking 3 times in the left margin. (b) While document remains selected, right-click anywhere on highlighted text. This

should bring up a popup menu. (c) In the popup menu, left-click “Paragraph.” This should bring up a “Paragraph”

popup menu. (d) In the Paragraph popup menu, left-click on the “Indents and Spacing” tab at the

top of the popup menu if you are not already in that tab. Under “Spacing,” change to the following settings by left-clicking on the up or down arrows. 1) Before: 0 pt 2) After: 0 pt 3) Line Spacing: Single

(e) Left-click “okay” button. d. Proclamation Title:

(1) Format: Bold, start with topic, end with month or day. (2) Examples:

(a) Children’s Dental Health Month (b) Preeclampsia Awareness Day (c) Maternal Mental Health Awareness Month

Revised 3/14/2011


e. Whereas Statements: (1) Format: Bold, upper case, followed by a comma (2) At the end of each “Whereas” statement, insert a semicolon and the word “and”. (3) At the end of the last “Whereas” statement, insert a period. (4) Last Statement: Should read as follows:

NOW, THEREFORE, I, Robert F. McDonnell, do hereby recognize …(insert appropriate month, day, year) as …(insert TITLE OF PROCLAMATION in bold, upper case ) in our COMMONWEALTH OF VIRGINIA, and I call this observance to the attention of all our citizens. Examples: (a) NOW, THEREFORE, I, Robert F. McDonnell, do hereby recognize September 23,

2010, as FALLS PREVENTION AWARENESS DAY in our COMMONWEALTH OF VIRGINIA, and I call this observance to the attention of all our citizens.

(b) NOW, THEREFORE, I, Robert F. McDonnell, do hereby recognize February 7-14, 2011, as CONGENITAL HEART DEFECT AWARENESS WEEK in our COMMONWEALTH OF VIRGINIA, and I call this observance to the attention of all our citizens.

(c) NOW, THEREFORE, I, Robert F. McDonnell, do hereby recognize February 2011 as CHILDREN'S DENTAL HEALTH MONTH in our COMMONWEALTH OF VIRGINIA, and I call this observance to the attention of all our citizens; and BE IT FURTHER RECOGNIZED, on February 4, 2011, members of the Virginia Dental Association will participate in the American Dental Association's Give Kids a Smile! Access to Dental Care Day by sponsoring educational dental health programs and providing dental health treatment for children throughout Virginia.

f. See attached samples. g. See samples on Governor’s Web site:

http://www.governor.virginia.gov/OurCommonwealth/Proclamations/ h. Save document (do not accept changes, these need to stay on document)

2. Cover Email (Preparer) a. Prepare a cover email in Word. b. Use same formatting as used in VDH email responses. c. Include statement(s) why items were modified, deleted, and added. Use general statements; do

not need to list each line-by-line change. d. See attached samples.

3. Email Proclamation and Cover Email (Preparer) a. Forward original email with attached edited proclamation and cover memo to Unit Prog. Mger.

4. Unit Program Manager (Joan, Joanne, Karen): a. Proclamation: Reviews and edits as needed using Track Changes feature (do not accept changes). b. Cover Memo: Edits as needed (do not use Track Changes) c. Forwards Proclamation and Cover Email to Nancy

5. Nancy: a. Reviews, makes edits as needed using Track Changes (do not accept changes). b. Forwards Proclamation and Cover Email as attachments to Dr. Helentjaris and copies Unit

Program Manager and Preparer.

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Sample #1a Preeclampsia Awareness Day

~ Track Changes ~ (Good example of multiple edits due to the brevity of the original proclamation)

Revised 3/14/2011


…Sample #1b Preeclampsia Awareness Day

~ Cover Email ~ Drafted by Theresa Taylor – 864-7767 Ms. Kathy Terry (replace with name on email) [email protected] (replace with email address on email) Director of Community Relations (replace with title on email) Office of Governor Robert F. McDonnell Thank you for the opportunity to review and make comments on the proposed proclamation submitted by Kelly Thomas (this is the constituent’s name if there is one), concerning Preeclampsia Awareness Day. Virginia Department of Health made changes to the original proclamation because staff could not verify some of the statements and statistics. In addition, staff added information to provide a more comprehensive description of preelampsia. Please see attached revised proclamation, which was prepared using Track Changes function. Should you have questions or desire additional information, please contact Theresa Taylor, Perinatal Nurse Consultant, Virginia Department of Health, by telephone at (804) 864-7767, or by email at [email protected]. Elaina Schramm Office of the Secretary of Health and Human Resources 1111 East Broad Street Richmond, Virginia 23219

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… Sample #1c Preeclampsia Awareness Day

~ Final Document ~ (This shows what the proclamation would look like if all changes were accepted. The font was reduced to get it all on one page here. Do not accept all changes when submitting a proclamation and do not reduce font to get everything on one page)

Preeclampsia Awareness Day

WHEREAS, preeclampsia is a syndrome marked by a sudden increase in the blood pressure of a pregnant woman after the 20th week of pregnancy that can affect the mother’s kidney, liver, and brain and, if left untreated, can be fatal for the mother and/or the baby and can lead to long-term health problems; and

WHEREAS, eclampsia is a more severe form of preeclampsia that can cause seizures and coma in the mother; and

WHEREAS, the exact number of women diagnosed with preeclampsia is unknown, in the United States this hypertensive disorder has been reported to affect 5 to 8 percent of pregnancies; and WHEREAS, the 2007 National Vital Statistics Report listed 64 deaths caused by preeclampsia and eclampsia; and WHEREAS, in Virginia, on average about 2,100 women suffer from preeclampsia during labor and delivery every year; and WHEREAS, in Virginia, from 1999 to 2003, four women died from preeclampsia; and WHEREAS, preeclampsia and eclampsia are the second leading cause of pregnancy related deaths in the United States and a leading contributor to deaths in many developing countries; and WHEREAS, women may not feel ill and, therefore, keeping prenatal care appointments with a clinician is essential; and WHEREAS, warning signs may be headaches, pain on the right side, vision abnormalities, swollen face and hands, and gaining weight quickly, no specific preventive treatments are known; and WHEREAS, delivery is the only cure; and WHEREAS, public awareness of preeclampsia can help inform women about the illness and the importance of seeking the appropriate medical care when ill; and WHEREAS, many citizens of Virginia have joined with the Preeclampsia Foundation to raise public awareness in order to minimize maternal and infant illness and death due to preeclampsia. NOW, THEREFORE, I, Robert F. McDonnell, do hereby recognize May 15, 2011, as PREECLAMPSIA AWARENESS DAY in our COMMONWEALTH OF VIRGINIA, and I call this observance to the attention of all our citizens.

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Sample #2a

Maternal Mental Health Awareness Month ~ Track Changes ~

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… #2b

Maternal Mental Health Awareness Month ~ Cover Email ~

Drafted by Kathleen Moline-864-7752 Ms. Kathy Terry (replace with name on email) [email protected] (replace with email address on email) Director of Community Relations (replace with title on email) Office of Governor Robert F. McDonnell Thank you for the opportunity to review and make comments on the proposed proclamation submitted by Adrienne Griffen, concerning Maternal Mental Health Awareness Month. Virginia Department of Health made changes to the original proclamation because staff could not verify some of the statements and statistics. In addition, staff added information to provide a more comprehensive description of maternal mental health. The Virginia Department of Behavioral Health and Developmental Services was consulted and has approved the content of this proclamation. Please see attached revised proclamation, which was prepared using Track Changes function. Should you have questions or desire additional information, please contact Kathleen Moline, Policy Analyst, Virginia Department of Health, by telephone at (804) 864-7752, or by email at [email protected]. Elaina Schramm Office of the Secretary of Health and Human Resources 1111 East Broad Street Richmond, VA 23219

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… Sample #2c Maternal Mental Health Awareness Month

~ Final Document ~ (This shows what the proclamation would look like if all changes were accepted. The font was reduced to get it all on one page here. Do not accept all changes when submitting a proclamation and do not reduce font to get everything on one page)

Maternal Mental Health Awareness Month

WHEREAS, up to 80 percent of new mothers experience changes in their emotional health following childbirth regardless of race, age, culture, or socioeconomic status; and WHEREAS, up to 20 percent of pregnant women and new mothers experience moderate to severe symptoms, collectively known as perinatal mood and anxiety disorders (including depression, anxiety, panic, obsessive-compulsive disorder, post-traumatic stress disorder, and other disorders); and WHEREAS, approximately 1 in 500 to 1,000 new mothers in the United States will experience postpartum psychosis, a medical emergency that poses an immediate threat of suicide or infanticide; and WHEREAS, these perinatal mood and anxiety disorders have been called “The most common complication associated with childbearing” and impact not only the mother but also the child, father, and entire family unit; and WHEREAS, in 2009 there were 104,979 live births in the Commonwealth of Virginia, resulting in an estimated 20,996 mothers in Virginia who struggled with moderate to severe perinatal mood and anxiety disorders; and WHEREAS, research has shown that untreated perinatal mood and anxiety disorders during pregnancy or postpartum can negatively affect birth outcomes and infant development, including mother-infant attachment and bonding, infant mental health and brain development, longer-term social and cognitive development of the child, and the well-being of the entire family unit; and WHEREAS, maternal risk factors for developing perinatal mood and anxiety disorders can be reliably identified, assessed, and treated by health care providers and public health systems; and WHEREAS, with proper awareness, education, intervention, and resources, these perinatal mood and anxiety disorders are highly treatable, with interventions demonstrating positive impact on both mothers and children; and WHEREAS, increasing public awareness among all Virginia health care providers and families on the prevalence, identification, and treatment of perinatal mood and anxiety disorders has significant potential to save lives and prevent the unnecessary suffering experienced by many families during pregnancy or following childbirth. NOW, THEREFORE, I, Robert McDonnell, Governor of the Commonwealth of Virginia, do hereby recognize May 2011 as MATERNAL MENTAL HEALTH AWARENESS MONTH in our COMMONWEALTH OF VIRGINIA, and I call this observance to the attention of all our citizens.

Revised 3/14/2011


Sample #3a Congenital Diaphragmatic Hernia Awareness Day

~ Track Changes ~

Revised 3/14/2011


Sample #3b Congenital Diaphragmatic Hernia Awareness Day

~ Cover Email ~ (Sample of cover email when name of constituent is unknown)

Congenital Diaphragmatic Hernia Awareness Day

Drafted by Sharon K. Williams – 864-7712 Mr. Mike Pollock (replace with name on email) [email protected] (replace with email address on email) Special Assistant, Community Relations (replace with title on email) Office of Governor, Robert F. McDonnell Thank you for the opportunity to review and make comments on the proposed proclamation concerning Congenital Diaphragmatic Hernia Awareness Day. Virginia Department of Health made changes to the original proclamation because staff could not verify some of the statements and statistics. In addition, staff added information to provide a more comprehensive description of congenital diaphragmatic hernia. Please see attached revised proclamation, which was prepared using Track Changes function. Should you have questions or desire additional information, please contact Sharon Williams, Newborn Screening Program Manager, Virginia Department of Health, by telephone at (804) 864-7712, or by email at [email protected]. Elaina Schramm Office of the Secretary of Health and Human Resources 1111 East Broad Street Richmond, Virginia 23219

Revised 3/14/2011


Sample #3c Congenital Diaphragmatic Hernia Awareness Day

~ Final Document ~ (This shows what the proclamation would look like if all changes were accepted. The font was reduced to get it all on one page here. Do not accept all changes when submitting a proclamation and do not reduce font to get everything on one page.)

Congenital Diaphragmatic Hernia Awareness Day

WHEREAS, a congenital diaphragmatic hernia is an opening in the diaphragm that allows the abdominal organs to push into the chest cavity; and WHEREAS, a congenital diaphragmatic hernia is often a life-threatening birth defect because it limits the growth and function of the lungs; and WHEREAS, a congenital diaphragmatic hernia occurs in every 1 in 2,000 - 3,000 live births in the United States; and WHEREAS, congenital diaphragmatic hernias account for 8% of all major congenital anomalies; and WHEREAS, greater than thirty infants are born each year in Virginia with congenital diaphragmatic hernia; and WHEREAS, proactive diagnosis and appropriate management of fetuses with congenital diaphragmatic hernias minimizes the incidence of emergency situations and dramatically improving survival rates; and WHEREAS, infants who survive may have long-term complications including persistent pulmonary hypertension, recurrent lung infections, and gastrointestinal problems; and WHEREAS, there is a need for increased public awareness of congenital diaphragmatic hernias; and WHEREAS, Congenital Diaphragmatic Hernia Awareness Day provides an opportunity for families whose lives have been affected to celebrate life and to remember loved ones lost, to honor dedicated health professionals, and to meet others and know they are not alone; and WHEREAS, the establishment of Congenital Diaphragmatic Hernia Awareness Day will provide the opportunity to share experience and information with the public and the media in order to raise public awareness about the congenital diaphragmatic hernia birth defect. NOW THEREFORE, I, Robert F. McDonnell, do hereby proclaim March 31, 2011, as CONGENITAL DIAPHRAGMATIC HERNIA AWARENESS DAY in our COMMONWEALTH OF VIRGINIA, and I call this observance to the attention of all our citizens.

Revised 3/14/2011


Sample #4 (From Governor’s Web Site)

Congenital Heart Defect Awareness Week

WHEREAS, the health and safety of all Virginians is important to the happiness, well-being and prosperity of our Commonwealth’s families and communities; and WHEREAS, Congenital Heart Defects are the most frequently occurring birth defect and the leading cause of birth defect related deaths worldwide; and WHEREAS, over a million families across America are facing the challenges and hardships of raising children with Congenital Heart Defects; and WHEREAS, every year, 40,000 babies are born in the United States with Congenital Heart Defects; and WHEREAS, some Congenital Heart Defects are not diagnosed until months or years after birth; and WHEREAS, undiagnosed Congenital Heart conditions cause many cases of sudden cardiac death in young athletes; and WHEREAS, increased public awareness of congenital heart defects can result in improved early diagnosis and access to quality care; and WHEREAS, Congenital Heart Defect Awareness Week provides an opportunity for families whose lives have been affected to celebrate life and to remember loved ones lost, and to honor dedicated health professionals. NOW, THEREFORE, I, Robert F. McDonnell, do hereby recognize February 7-14, 2011, as CONGENITAL HEART DEFECT AWARENESS WEEK in our COMMONWEALTH OF VIRGINIA, and I call this observance to the attention of all our citizens.

Revised 3/14/2011


Sample #5 (From Governor’s Web Site)

Children's Dental Health Month

WHEREAS, the health and well-being of all Virginians are of utmost importance to the prosperity and livelihood of our Commonwealth's families and communities; and WHEREAS, dental health and oral hygiene contribute to the overall health of all Virginians, and good dental health can be achieved and maintained by the regular practice of good dental habits such as brushing and flossing one's teeth after each meal and by scheduling regular check-up appointments at a local dentist's office; and WHEREAS, good dental habits that are learned at a young age and reinforced by parents and dental health care providers throughout childhood help may people maintain good dental health throughout their lives; and WHEREAS, the Virginia Dental Association (VDA) is dedicated to fulfilling the dental health needs of Virginia's children, and many members participate in nationally recognized projects, such as the Virginia Dental Association's Mission of Mercy, by volunteering to work through local dental societies and free clinics to provide free or reduced fee care for children who would not otherwise have access to dental health care; and WHEREAS, the Virginia Dental Association (VDA) members’ provide free care in their offices to those who do not have access to dental care through the Virginia Dental Association's Donated Dental Services program; NOW, THEREFORE, I, Robert F. McDonnell do hereby recognize February 2011, as CHILDREN'S DENTAL HEALTH MONTH in our COMMONWEALTH OF VIRGINIA, and I call this observance to the attention of all our citizens; and BE IT FURTHER RECOGNIZED, on February 4, 2011, members of the Virginia Dental Association will participate in the American Dental Association's Give Kids a Smile! Access to Dental Care Day by sponsoring educational dental health programs and providing dental health treatment for children throughout Virginia.

Documents

Tip Sheet Proclamations - Weeblynancyford.weebly.com/uploads/1/9/4/6/1946823/...Revised 3/14/2011 1 K/FHS/FHS Common/CHILD AND FAMILY HEALTH/Tip Sheets/Proclamations.docx !! Tip Sheet