healthy youth survey 2014 survey coordinator training

HEALTHY YOUTH SURVEY

2014SURVEY COORDINATOR TRAINING

Training Steps

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1. Please review each slide in this presentation

The sections follow your Survey Coordinator Checklist (online at www.AskHYS.net/Administration or in your box of survey materials)

2. Complete the Survey Coordinator Training Quiz

• Located at www.AskHYS.net/SurveyTraining

3. If you have any questions:• Call: 1-877-HYS-7111, or • Email: healthy.youth@doh.wa.gov

Purpose of This Training

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After completing this training, you will: Have the information needed to successfully

implement the 2014 HYS

Understand the IRB requirements for notifying parents and students, and protecting students’ anonymity

Fulfill the Survey Coordinator training requirement

Importance of Representative Results

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HYS should be administered so that every student in your school who is in grades 6, 8, 10 or 12 can participate In 2014, schools from eligible “small” school

districts can also survey 7th, 9th and 11th graders• Find out which grades your school is registered for

at: http://www.askhys.net/Registration/Status

The more students that take the HYS, the more representative the results will be of students at your school

If you have low participation in HYS then your results may not be very useful

Steps for Administering the 2014 HYS

1. Confirm Registration

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An email to confirm your registration information was sent September 2nd to the: Person who registered the school Survey Coordinator Back-Up Survey Coordinator Principal

Work with your Principal and Back-Up Coordinator to review the registration confirmation email and reply if there are changes needed by September 8th

2a. Notify Parents & Students

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Use the approved Information for Parents & Students flyer

The flyer is available online at: www.AskHYS.net/Administration

◦ Available in English and Spanish

◦ Available in different versions depending if your school is: Using enhanced surveys - asking the sexual

orientation question only, or asking the sexual orientation, behavior and abuse questions

Eligible as a “small” school and surveying students in additional grades 7, 9, and or 11

One version of the flyer is on the next slide

Information for Parents & Students Flyer8

2b. Notify Parents

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Parents need to be notified by September 29th with the flyer using one of these approved methods: Mail the Flyer in a packet with other essential

forms/information at the beginning of the school year

OR Mail the Flyer home as a stand alone letter

OR Send the Flyer home with students in a packet of other

essential forms/information

2c. Notify Students

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Students need to be notified by September 29th with the flyer using both of these approved methods: Post the Flyer in a school common area, cafeteria

or on bulletin boards

AND

Tell students about the survey during a school assembly or in the classroom in which they will take the survey

2d. Notify by Website

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Schools with active websites need to post information about the 2014 HYS and include a link to the Information for Parent & Student flyer Example web posting language is available at

www.AskHYS.net/Administration

You can use additional methods to notify parents and students, like automated telephone messages or email, but they do not replace the required methods

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3. Receive Survey Materials

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Check the box(es) of survey materials to make sure everything is there

Review the Survey Coordinator Checklist and Guidelines

Keep the following items for returning the completed surveys: Box School Packing Form Return Shipping Label

Surveys are shipped by school, so coordinators for multiple schools may receive them at different times

4. Inform Office Staff

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Inform your school office staff about the survey and give them the following materials: The Information for Parent & Student flyer for

parents or students to view

Copies of the Survey Booklets for parents to view (not students)

School Office Information and Student Opt Out List:

• Show staff how to use the List to record students whose parents excuse them from taking the survey

5. Select the Survey Date and Time

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Work with school administrators to set the survey the administration date during the week of October 13th – 17th

Take into consideration days on which groups of students may be missing due to: Field trips Sports Band Other

6. Arrange an Alternate Activity

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Plan an alternative activity for students who are not participating in the survey: For example, silent reading at their desk

7. Prepare the Survey Materials

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Make sure you have the right survey forms For 6th Grade:

• Use Form C • 7th graders in “small” schools also take Form C

For 8th/10th/12th Grade(s):• Use Form A and B if not asking any sexual orientation,

behavior or abuse questions• Use Form A-Enhanced and B if asking optional sexual

orientation question only• Use Form A-Enhanced and B-Enhanced if asking

optional sexual orientation, behavior and abuse questions

• 9th and 11th graders in “small” schools take the same forms as that school’s 8th/10th/12th grade (s)

8a. Create Sets of Materials

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Create a set of survey materials for each classroom administering the survey, including: 1 Answer Sheet Envelope 1 Survey Administration Instructions 1 survey booklet for each student 1 Resource List for each student (If You Need

Some Help) Extra No. 2 pencils

Contact DOH if you need any additional materials: 1-877-HYS-4111 or healthy.youth@doh.wa.gov

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8b. Create Sets of Materials

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In 6th grade classrooms: Use the green Form C

In 8th, 10th and 12th grade classrooms: Use the blue Forms A* & Form B** The survey forms you receive are “interleaved”

(alternated A-B-A-B) so every other student receives a different survey

The survey questions are numbered differently on Forms A & B but they should take a similar amount of time to answer

* Form A-enhanced is the same as Form A with one additional question* Form B-enhanced is the same as Form B with five additional questions

8c. Create Sets of Materials

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Make copies of Spanish materials if needed* 1 Spanish survey, with a matching English

Survey Booklet and a Spanish resource list for each student taking the survey in Spanish

* See the Survey Coordinator Guidelines for details on preparing the Spanish materials

9. Train Teachers to Administer HYS

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Train those that will administer the survey in their classrooms or other location: Use Survey Administration PowerPoint slides,

“Highlights for Survey Administrators”, available at: www.AskHYS.net/Registration/CoordinatorTraining

Train administrators about 1 week prior to giving the survey

10. Notify Students Again

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Repeat an announcement to students the day before the survey: In an assembly

OR In the classroom where the survey will be

administered

11. Inform Teachers about Students on the Opt Out List

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Parents can notify the school if they don’t want their student to participate in the survey: Pick up the Student Opt Out List from the office

Notify teachers if any of their students are excused from taking the survey and that they should participate in the alternative activity

12. Deliver the Survey Materials

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Distribute sets the of survey materials to the classrooms on the day of survey

Make sure the survey administrators have everything they need

13. Pick Up the Survey Materials

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After the survey is complete: Pick up all the used and unused administration or

survey materials from the classrooms

Keep the Answer Sheet Envelopes

Make sure all the information on the Answer Sheet Envelopes is correct

Recycle the rest of the materials

Consider shredding the Student Opt Out List

14. Mail Completed Surveys

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Pack the completed surveys in the box for return shipping in the following order: Stack Answer Sheet Envelopes in the box Place the School Packing Form on top of the stack Add packing material if necessary Place return label over original label on outside of box

Coordinators for multiple schools need to ship each school’s surveys in separate boxes.

Ship the surveys to Looking Glass Analytics by October 24th.

Any Questions?

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Visit the HYS website: www.AskHYS.net

Contact the State Department of Health: 1-877-HYS-7111 or healthy.youth@doh.wa.gov

Contact Looking Glass Analytics: susan.richardson@lgan.com

Please Complete the Training Quiz Now

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To take the Quiz, go to: www.AskHYS.net/Registration/Training

The link to the Quiz is at the bottom of the webpage.

The Joint Survey Planning Committee greatly appreciates your assistance in coordinating the Healthy Youth Survey!

Thank You!

PLEASE COMPLETE THE TRAINING QUIZ NOW!To take the Quiz, go to: www.AskHYS.net/Registration/CoordinatorTraining The link to the Quiz is at the bottom of the webpage.

The Joint Survey Planning Committee greatly appreciates your assistance in coordinating the Healthy Youth Survey!

Thank You!