Prepare & Submit Host Site Application

How to Develop a Strong Work Plan

PHAP’s “CO-STARR” model details the key characteristics of a quality PHAP host site training experience. Prospective host sites are encouraged to consider integrating these characteristics into their work plan and activities for the host site application.

Applicants should begin their work plans well in advance of the application opening to allow ample time for development. Please refer to the host site application timeline as needed.

PHAP Host Site Application Guidance

Review the following information before submitting your application. Guidance is presented in order of the sections in the PHAP Host Site application.

PART 1: ASSIGNMENT DETAILS

Position Assignment Description

• The host site application should clearly describe the public health or program need(s) to be addressed through the associate's work plan.
• Consider opportunities for the associate to perform work and interact with host site staff and stakeholders in a variety of ways, either independently or as part of a team.

Subject Area of Proposed Assignment

• Select only one subject area that encompasses the majority of work the associate will be performing during their two-year assignment.

Languages and Other Special Requests

• Any special requests pertaining to language proficiency, a driver's license, or privately owned vehicle will be considered but not guaranteed in relation to the pool of eligible associate candidates. Proposed duties should not rely on language fluency beyond English proficiency.
• PHAP cannot consider any special requests related to certification or coursework or advanced degrees beyond a recent bachelor's degree. Any proposed work should be appropriate for a bachelor's level graduate in any field of study.

Position Assignment Environment

• The host site application should clearly describe the host organization and program where the associate will be assigned, the workplace setting, and any equipment and software provided for the associate to perform the work. CDC cannot provide software or applications for associates to perform host site work. The host site is expected to provide access around host site IT firewalls or provide alternate means of access to CDC intranet systems at least twice during the business day.
• The application should describe the availability of safe and affordable housing within a daily, commutable distance of the work site location. This is especially important for rural or remote assignments. Please include any special arrangements for staff or previous associates if applicable.
• Host agencies that are 100% remote are not eligible to host PHAP associates. Associates are not permitted to telework; and are required to report to the host site workplace on a full-time basis.

Letter of Support

• The letter of support must be submitted on host organization letterhead and signed by the host organization's director or senior leader.

Travel

• The host organization is responsible for reimbursing the associate for local travel (e.g., less than 100 miles from state, tribal, local and territorial host organizations, less than 50 miles for all other host organizations) related to host site work, including mileage, parking, and tolls.
• Associates must obtain CDC approval for travel greater than 100 miles from the host agency. Approval of non-conference related travel requests can take up to four weeks once submitted in the CDC travel approval process/system. Federally sourced funds cannot be used to pay for the associate's travel, training, or conference attendance.

PART 2: ACTIVITY

• The application should describe concrete activities in both years for the associate to perform during PHAP. The subject area for most of the work must be the same for both years.
• Associates should hold positions that are functionally the same as host organization staff. Positions should include documented opportunities to perform hands-on work that enables the host agency to meet its program goals.
• The work plan should include activities in public health programs or service delivery that are robust and challenging, yet appropriate for a recent bachelor's level graduate in any field of study.
• Appropriate and reasonable timelines should be established for all proposed activities. Deliverables should be specific, measurable, and action-focused (i.e., not just observation). Ensure that each proposed activity falls within the two-year fellowship period.
• The work plan should demonstrate evidence of increasing responsibility and task complexity over the two years. An associate's work should include increasing opportunities to build and reinforce skills grown during the assignment.
• Roles for proposed activities should be varied and appropriate for the PHAP timeline. Associates should not serve in leadership roles for activities or projects beginning the first day of PHAP. Leadership roles for activities and projects should not be assigned until the associate's skill set/capability is assessed.
• The work plan should provide sufficient opportunities for the associate to develop proficiency in all PHAP competency domains over the two-year assignment. A current list of the PHAP competencies can be found on PHAP's website.

CDC PHAP Requirements for Associate Activities

• Host site application proposals cannot include research activities. Research refers to the creation of generalizable knowledge to be disseminated broadly (e.g., published) outside of the host site. Activities that would not be considered research can include surveillance, assessments, and public health evaluations, as well as translating research into practice for the communities served by the host site.
• While associates may participate in activities to support grant funding at the host site, they are limited in their level of involvement with federal grants. Associates cannot participate in the application process for federal grants, except for providing background data or literature reviews. Associates also cannot assume a financial management or authority role with federal grants.
• Any public products such as abstracts, presentations, or manuscripts that include the associate as a co-author or co-presenter will require CDC clearance.
• Associates cannot supervise host organization staff, contractors, interns, or students. Associates cannot serve as spokespersons or subject matter experts for the host site or CDC.

PART 3: TRAINING

• When developing the associate's training plan, consider the assigned work. The host organization's application will be scored on how well the training plan aligns with/prepares the associate for the work they will perform. For example, if the associate will participate in program evaluation activities, concrete trainings in program evaluation should be listed.
• A clear orientation plan should guide the first 3-6 months of the associate's assignment and should include the standard orientation for any new host site employee. This plan should include, but is not limited to, the following: opportunities to learn the organizational structure of the host agency, an introduction to staff that support the associate's program(s), an overview of the host agency's administrative policies and procedures, a demonstration of host site computer systems and related network access, and any agency-specific training such as safety and security, bloodborne pathogens, HIPAA, or sexual/workplace harassment.
• The training plan should be a mix of didactic/classroom, virtual, and one-on-one learning and should not solely focus on the associate's assigned program area. The plan should include opportunities for the associate to learn about other programs, functions, or services at the host agency. In addition, the plan should incorporate trainings or other learning opportunities related to specific public health initiatives, priorities, or needs in the host site community.
• Trainings and learning opportunities should be distributed throughout the two-year assignment and should not all take place in the first year.
• All elements of the proposed training plan should fall within the fellowship period.

CDC PHAP Requirements for Associate Training or Conference Attendance

• Federally sourced funds cannot be used to pay for an associate's travel, training, or conference attendance.
• Conference attendance requires CDC approval. Host site supervisors must submit requests to attend conferences three to six months in advance, and associates are expected to follow the formal CDC conference approval process required for all CDC staff. Attendance at larger conferences, like APHA or CSTE, is closely monitored for all federal employees, and permission to attend is not guaranteed for associates, even if presenting a poster or delivering an oral presentation. Conference abstracts require CDC scientific clearance prior to submission to conference organizers. Scientific clearance is separate from the conference approval process to attend the conference.

PART 4: HOST SITE SUPERVISORS

A successful experience for the associate depends largely on identifying the most appropriate primary and secondary host site supervisors. Associates are generally new to public health, and for many associates, the PHAP assignment is their first professional work experience. Some elements to consider when selecting the most appropriate host supervisors:

• Supervisors should be front-line public health professionals, with demonstrated experience in the subject area of the associate's assignment.
• Supervisors must have a minimum of 2 years of demonstrated supervisory experience.
• Supervisors should be organizationally located close to their associate, allowing them to directly observe the associate's performance and provide immediate feedback.
• Supervisors should be geographically close to their associate, ideally within the same office building.
• Supervisors should not have more than 5-7 direct reports to ensure they have sufficient time to supervise the associate.

CDC PHAP Requirements for Host Site Supervision

• Supervisors must be a full-time employee of the host organization.
• Supervisors must be available to devote at least 10% of time (e.g., 4 hours/week) providing direct, in-person supervision, guidance, and feedback to the associate.
• Each host site application must have a primary AND secondary host site supervisor identified. The secondary host site supervisor would fill in when the primary host site supervisor is unavailable.
• One or both host site supervisors must be working onsite with the associate for a minimum of three days per week.
• Supervisors must demonstrate capacity and intent to collaborate with CDC and meet established program and reporting deadlines. The application must describe the host site supervisor's plan for communicating with the associate's CDC PHAP supervisor during the two-year assignment. Host site supervisors should provide feedback on associate performance, resolve any issues with the associate's work plan, and collaborate with the CDC PHAP supervisor on issues related to associate performance or conduct, if needed.
• Applications should include a clear plan describing how the host site will provide direct supervision and on-the-job training, and activities to foster the associate's professional growth. The plan should establish sufficient time and opportunity for the associate and host site supervisor to interact. Regularly scheduled ("standing") weekly meetings with associate are ideal. Remember, these are early-career professionals who require more guidance and feedback than seasoned employees.
• In addition to the secondary host site supervisor, applicants should consider identifying other host site staff and/or partners who can provide ongoing guidance and assistance related to the associate's activities.

How To Apply

PHAP accepts host site applications through the Enterprise Fellowship Management System (eFMS) during the application period only.

Once PHAP selects a host site, PHAP provides the Host Site Agreement to Detail by email for host site signature. PHAP must receive a signed copy of this document prior to the associate's start date.

Please contact the PHAP helpdesk at phap@cdc.gov to:

• ask questions about the application process
• get assistance for technical issues with the application system
• request access to your 2020, 2021, or 2022 host site application