healthy youth survey 2016 survey coordinator training

HEALTHY YOUTH SURVEY 2016SURVEY COORDINATOR TRAINING

2016

Training Steps

Healthy Youth Survey 2016

2

1. Please review each slide in this presentation

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

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: [email protected]

http://www.askhys.net/Administration

Purpose of This Training


3

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

implement the 2016 HYS Understand the IRB requirements for notifying

parents and students, and protecting students’ anonymity

Fulfill the Survey Coordinator training requirement

Importance of Representative Results


4

HYS should be administered so that every student in your school who is in grades 6, 8, 10 or 12 can participate In 2016, 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 2016 HYS

2016

1. Confirm Registration Online


6

An email to confirm your registration information was sent August 15th to the person who registered the school, the Survey Coordinator, the Back-Up Survey Coordinator, and the Principal

Work with your Principal and Back-Up Coordinator to review the registration information.

If there are changes needed, make them online at: www.AskHYS.net/Form/RegUpdates by September 9th

Once your registration is correct, confirm online at: www.AskHYS.net/Form/RegConfirm by September 9th

2. Receive Survey Instructional Packet


7

HYS 2016 survey materials will be sent in 2 separate mailings.

First you will receive a packet of instructional materials by September 12th: Coordinator Guidelines and Checklist – review carefully Parent and Student Notification Flyer – make sure you

have the correct version School Information and Student Opt Out List and one

copy of each Survey Booklet for the front office Survey Administration Instructions for each class

taking the survey – make additional copies if needed

3. Inform Office Staff


8

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

4. Select the Survey Date and Time


9

Work with school administrators to set the survey the administration date during the week of October 10th – 21st

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

5. Arrange an Alternate Activity


10

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

6a. Notify Parents & Students


11

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: Removing the optional questions on 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 Flyer

12

6b. Notify Parents


13

Parents need to be notified by September 26th 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. This method is strongly recommended!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

6c. Notify Students


14

Students need to be notified by September 26th 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

6d. Notify by Website


15

Schools with active websites need to post information about the 2016 HYS and include a link to the Information for Parent & Student flyer by September 26 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


6e. Verify Notification


16

Once all parent and student notification steps (6a-6d) are complete, verify online by September 26: Go to: www.AskHYS.net/Form/Notification, select

your school and fill in the required information Survey Booklets will not be shipped to your

school until online verification of student notification is done


7. Receive Box of Survey Materials


17

Survey booklets and additional administration materials should arrive by October 3rd

Open your box(es) immediately to make sure everything is there

If you don’t have enough Survey Booklets, please email [email protected] or call 1-877-HYS-7111

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

8. Prepare the Survey Materials


18

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 Forms A and B • 9th and 11th graders in “small” schools also take

Forms A and B


9a. Create Sets of Materials


19

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


9b. Create Sets of Materials


20

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

Remove the 2nd to the last perforated page of the survey if your school is not asking the sexual orientation, behavior or abuse questions (don’t remove the answer sheet)

9c. Create Sets of Materials


21

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

Contact DOH if you need any additional materials: 1-877-HYS-4111 or [email protected]

10. Train Teachers to Administer HYS


22

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

11. Notify Students Again


23

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

OR In the classroom where the survey will be

administered

12. Inform Teachers about Students on the Opt Out List


24

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

Students can also opt out of the survey.

13. Deliver the Survey Materials


25

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

Make sure the survey administrators have everything they need

14. Pick Up the Survey Materials


26

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

15. Mail Completed Surveys


27

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 28th.

Any Questions?


28

Visit the HYS website: www.AskHYS.net Contact the State Department of

Health: 1-877-HYS-7111 or [email protected]

Contact Looking Glass Analytics: [email protected]

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

Thank You!

healthy youth survey 2016 survey coordinator training

Documents