Hawai ̒ i Milk Collection Sites A joint project of Breastfeeding Hawaiʻi and Mothers’ Milk Bank of San Jose

 

Call for Milk Depot and Supply Site Applica�ons Breas�eeding Hawaiʻi has partnered with the Mothers’ Milk Bank of San Jose (MMBSJ) to launch the Hawaiʻi Milk Collec�ons Sites Project. We are currently recrui�ng collec�on sites and shipping supply sites on all islands to receive technical support and equipment to become either a Milk Collec�on Site or a Shipping Supply Site. A Milk Collec�on Site is a loca�on with a freezer that collects donated breast milk and ships the donated milk to MMBSJ; a Shipping Supply Site is a loca�on that has shipping supplies available for donors to pick up locally, take home to pack their donated breast milk and ship to MMBSJ. For ques�ons regarding the Hawaiʻi Milk Collec�on Sites Project, please contact us at: info@b�awaii.org. The purpose of establishing local milk collec�on sites (depots) and shipping supply sites is to normalize breas�eeding, make communi�es aware of the need for donated breast milk, and make the process of dona�ng breast milk easier for local mothers. Timeline Request for Applica�ons released Monday March 25, 2019 Informa�on session via teleconference April 8, 2019 10am-11am

Webinar slides will be posted and available on www.b�awaii.org

Applica�on due Monday July 1, 2019 Applicant interviews Monday-Friday July 8-12, 2019 Site selec�on Thursday July 18, 2019 Announcement of awards Thursday August 1, 2019 Project dura�on Technical assistance (TA) available through

Breas�eeding Hawaiʻi with the understanding that facili�es will con�nue to sustain the milk collec�on and/or shipping supply site for at least 3 years.

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Key Breastfeeding Hawaiʻi and Mothers’ Milk Bank responsibilities include:

● Provide ongoing coaching and technical assistance. ● Provide s�pend for cost of freezer and thermometer. ● Provide mandatory “how-to” training for ini�al set-up. ● Facilitate and/or conduct on-site visits and audits. ● Coordinate shipping supplies as needed. MMBSJ provides all shipping supplies. ● Coordinate marke�ng materials for depot and supply sites. ● Coordinate incen�ves during milk drives. ● Work with depot and shipping supply sites to create effec�ve marke�ng campaign to recruit

donors. Key depot site responsibilities include:

● Iden�fy staff or volunteer who is responsible for milk collec�on and shipping, and freezer temperature maintenance.

● Secure a locked area for a freezer or an area that will accommodate a locked freezer. ● Obtain and maintain a current California �ssue license. Applica�on assistance and fees

paid by MMBSJ. ● Collect and submit monthly data to Breas�eeding Hawaiʻi of donated breast milk.

Key shipping supply site responsibilities include:

● Iden�fy staff or volunteer who is responsible for keeping account of shipping supplies. ● Secure an area to house shipping supplies (amount will be determined by your space

available rather than a required minimum amount of shipping supplies). ● Collect and submit quarterly data to Breas�eeding Hawaiʻi of shipping supplies given to

donors.

Key responsibilities of both depots and shipping supply sites include: ● A�end a mandatory “how-to” training for ini�al set-up of milk collec�on or shipping supply

site. ● A�end scheduled phone and/or in-person mee�ngs with Breas�eeding Hawaiʻi to discuss

progress with implementa�on. ● Create a sustainability plan for maintaining the milk collec�on or shipping supply site for at

least three years. ● Commit to encouraging breas�eeding in your community. ● Serve as a collec�on or shipping supply site for community members. ● Create in-house marke�ng plan u�lizing community partners and social media.

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Application Instructions: All applica�ons must be submi�ed by July 1, 2019 to Breas�eeding Hawaiʻi via email. Send completed applica�on as an a�achment to info@b�awaii.org. Eligibility: Any business that is passionate about suppor�ng breas�eeding in the community and has the desire to support the use of donor breast milk. Application Checklist: In addi�on to comple�ng the applica�on below, applicants are required to submit a signed le�er of commitment on facility le�erhead from the person authorized by the facility to agree to this project. A sample le�er is provided in Appendix A. ☐ Completed applica�on ☐ Le�er of commitment Team leader name: Team leader job �tle: Team leader phone: Email address: Site name: Site address: Site website: Please describe your facility: (i.e.; business, health clinic, hospital, etc.) For hospitals only: Is your site part of a health system that represents mul�ple hospitals?

If so, which health system? Please note that you must submit an individual application for each hospital in your health system that is interested in applying. Is your hospital designated as Baby-Friendly? Yes ☐ No ☐ If you are not Baby-Friendly, are you working towards designa�on? Yes ☐ No ☐ Does your hospital use human donor milk? Yes ☐ No ☐ If yes, where do you obtain human donor milk?

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Does your facility have a NICU? Yes ☐ No ☐ Total number of annual births: ___ For hospitals and clinics: Distribu�on by insurance status (percent): Private insurance _______ Med-QUEST _______ Self-Pay _______ Uninsured _______ For all applicants: Approximate distribu�on of clients by race and ethnicity (percent): African American _______ Alaska Na�ve _______ American Indian _______ Chinese _______ Chuukese _______ Filipino _______ Japanese _______ Marshallese _______ Mul�ple Race _______ Na�ve Hawaiian _______ Other _______ Other Micronesian _______ Other Pacific Islander _______ Samoan _______ Tongan _______ White _______ Hispanic _______ Unknown _______ For All Applicants [total of 100 points]:

1. Include the name and �tle for each of the following required team members [not scored]: ● Administra�ve leader ● Volunteer or staff responsible for:

▪ a) milk collec�on and freezer maintenance, or ▪ b) keeping account of shipping supplies

2. Do you currently keep track of pa�ent breas�eeding rates at your site? Yes ☐ No ☐

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If yes, please state your rates for 2018: [not scored] Any breas�eeding ______% Exclusive breas�eeding ______% Exclusive formula _____% Donor milk feeding _____%

3. How are rates monitored and how do you use this informa�on [15 points]? (max 100 words)

4. How do you currently support breas�eeding at your facility/business [20 points]? (max 500 words)

5. What does your facility/business plan to do over the next year to be�er support

breas�eeding and/or breast milk feeding [20 points]?

6. a. Hospitals & clinics: Describe barriers to improved breas�eeding rates and how you have overcome them in the last 3-5 years to increase your breas�eeding rates [20 points]. (max 250 words) b. Businesses: Describe barriers within your business to support breas�eeding and how you have overcome them in the last 3-5 years to increase your business’ support of breas�eeding [20 points]. (max 250 words)

7. How large is your community of mothers for poten�al donor recruitment and how have you

connected with mothers within your community? Be as specific as possible. [15 points]? (max 250 words)

8. How easy is it for poten�al donors to access your facility/business [5 points]? (i.e.; ease of

parking, building loca�on, etc.)

9. Are you open to serving as a milk collec�on site or shipping supply site for the community and not just for the patrons of your business/facility/organiza�on/hospital [5 points]?

10. Do you have any addi�onal informa�on that you feel would be a compelling reason for your

facility to be selected to par�cipate in this project [not scored]? (Please include only informa�on not stated in the previous answers.) (max 100 words)

Appendix A. Sample Letter of Support

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4. How do you currently support breastfeeding at your facility/business [20 points]? (max500 words)

5. What does your facility/business plan to do over the next year to better support breastfeeding and/orbreast milk feeding [20 points]?

6. a. Hospitals & clinics: Describe barriers to improved breastfeeding rates and how you have overcomethem in the last 3-5 years to increase your breastfeeding rates [20 points]

6. a. Hospitals & clinics: Describe barriers to improved breastfeeding rates and how you haveovercome them in the last 3-5 years to increase your breastfeeding rates [20 points]. (max 250 words)

5. What does your facility/business plan to do over the next year to better support breastfeeding and/orbreast milk feeding [20 points]?

6. a. Hospitals & clinics: Describe barriers to improved breastfeeding rates and how you have overcomethem in the last 3-5 years to increase your breastfeeding rates [20 points]

6. b. Businesses: Describe barriers within your business to support breastfeeding and how you haveovercome them in the last 3-5 years to increase your business’ support of breastfeeding [20 points].

7. How large is your community of mothers for potential donor recruitment and how have you connectedwith mothers within your community? Be as specific as possible. [15 points]?

6. b. Businesses: Describe barriers within your business to support breastfeeding and how you have overcomethem in the last 3-5 years to increase your business’ support of breastfeeding [20 points]. (max 250 words)

7. How large is your community of mothers for potential donor recruitment and how have you connectedwith mothers within your community? Be as specific as possible. [15 points]? (max 250 words)

5. What does your facility/business plan to do over the next year to better support breastfeeding and/orbreast milk feeding [20 points]?

6. a. Hospitals & clinics: Describe barriers to improved breastfeeding rates and how you have overcomethem in the last 3-5 years to increase your breastfeeding rates [20 points]

8. How easy is it for potential donors to access your facility/business [5 points]? (i.e.; ease of parking,building location, etc.)

9. Would you have any problems serving as a milk collection site or shipping supply site for thecommunity and not just for the patrons of your business/facility/organization/hospital [5 points]?

8. How easy is it for potential donors to access your facility/business [5 points]? (i.e.; ease of parking, buildinglocation, etc.)

9. Are you open to serving as a milk collection site or shipping supply site for the community and not just forthe patrons of your business/facility/organization/hospital [5 points]?

Fill out application, and save PDF.

Then click on email button below and attach previously saved email

Appendix A. Sample Letter of Support

(Letter should be completed on official facility stationary) Date Milk Collection Site Project Breastfeeding Hawaiʻi Dear Review Committee, I am writing in support of [facility name]’s application for the Breastfeeding Hawaiʻi Milk Collection Site Project. We are committed to becoming a [Milk Collection Site or Shipping Supply Site] and increasing awareness of human donor milk in our community. The staff and management of [facility name] will work together to ensure implementation of the [Milk Collection Site or Shipping Supply Site]. We will lend our support and assistance to this important endeavor. Sincerely, Name Title and Name Title (if applicable)

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Appendix B. Frequently Asked Questions

1. Is there a specific type of freezer required? What size is sufficient?

If selected as a milk collection site, the cost of the freezer will be covered. There is no specific brand or size required, but do consider the storage space, energy consumption and size that fits with your facility/business. The freezer will need to be locked or stored in a locked area, with the key accessible only to assigned milk collection operators. The links provided show potential freezer types. Hotpoint 9.4-cu ft Manual Chest Freezer (White)

Whynter 2.1 cu. ft. Upright Freezer with Lock in Stainless Steel

Whynter 3.0 cu. ft. Energy Star Upright Freezer with Lock in Black

Maxx Cold 5.2 Cubic Feet 147 Liter Solid Hinged Top Sub Zero Commercial Chest Freezer with Locking Lid

2. How much staff time does it take per week?

The hours spent per week depend on the number of donors. On some days, it will only take about 10 minutes to discuss the process with a new potential donor, or to provide shipping supplies to a donor. Other days may require more time labeling, storing, packing and shipping milk. Time should also be allocated to marketing the milk collection site.

3. What are the main tasks associated with running the milk collection site or shipping

supply site?

● Recruit new donors through marketing the depot and/or shipping supply site

● Talk to new donors and explain the process

● Ensure donor has a donor ID

● Provide shipping supplies to a donor (if a shipping supply site)

● Label and store milk donations until ready to be shipped (if milk depot site)

● Properly pack milk with freezer packs in coolers with proper labels, and call FedEx

to pick up coolers to ship to the MMBSJ (if a milk depot site)

* Depots/ supply sites don’t screen donors. MMBSJ will: verbally screen moms, provide paperwork to the mom, contact the mom and depot when mom is approved to donate, provide donor with an ID, give donor the address of the closest depot. All shipping supplies and shipping costs will be provided by and covered by the MMBSJ.

4. How will moms hear about these new milk collection and shipping supply sites?

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Facilities/businesses will create a marketing plan. Information will be posted on Breastfeeding Hawaiʻi’s Facebook page and website and information should be posted on the MMBSJ website and local venues throughout the state of Hawaiʻi.

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