Final data collection webinar highlights & reminders

GASPSGASPSData Data

CollectioCollection n

Webinar Webinar

Highlights & Highlights & RemindersReminders

How to Use This Slide How to Use This Slide SetSet

• This slide set is a supplemental tool - a template for GASPS providers to use as they train their CPAW and other stakeholders assisting in the data collection process. The slide set is not intended to substitute the protocols available online at www.ga-sps.org. Please review the online materials thoroughly!

• You are encouraged to add your data collection plan, timeline, and other information relevant to your site in this slide set as well.

Recruitment of SampleRecruitment of Sample• Consider a wide variety of

venues to collect your sample.

• Try to recruit a balanced/ diverse sample (i.e. gender, ages, race/ethnicity.)

• Be prepared to seize the moment by having surveys for each age range. Whether younger or older, encourage them to complete a survey for the appropriate age group.Do your absolute best to collect your sample size within the time allotted. If you experience difficulty with one or more age groups, please keep your RPS/Coach informed via ECCO and MPR. Also document your challenges for your Needs Assessment report.

Data Collection Data Collection Material ChecklistMaterial Checklist

Survey booklets Electronic

devices for web-based surveys*

Online survey invitations

Blue or Black pens

Clipboards Large manila

envelopes

Survey Tracking forms

Consent forms (youth, parent, adult)

Best Practices Information Sheet

Survey question guide for each survey (9-17; 18-25; 26+)

GASPS Survey Protocol

These are the items that should be brought to every recruitment site:

*optional

Survey AdministrationSurvey Administration• DO NOT print or make

copies of the English surveys.

• Bring several copies of consent forms for respondents who request a copy.

• All surveys are be completed in blue or black INK.

• Complete the surveys (both paper and web) to become familiar with the questions and to answer questions.

• Review the Survey Guides for each survey to help you clarify questions that may come up.

Consent FormsConsent Forms• Regardless of method (paper or web), a

consent is required from EVERYONE!• Youth surveys need active parental

consent or inactive parental consent.• State strongly recommends to use

active parental consent for 9-10 year olds

• Use Youth Assent to obtain permission from youth to take surveys

• Adult surveys, to include Law Enforcement Survey, obtain written or verbal consent.

• Give respondents a copy of consent form if they request it (can give a blank form).

Write in the 4-digit code that you received from your RPS

Write in your Region #

Although it says “County,” please be sure to ONLY include the name of the assigned city/town or zip code where the data is collected.

• The should be completed by the proctor or person collecting the data.

• Consider having this section taped onto the clipboard(s) to remind data collectors of how to correctly complete .

Paper Survey Paper Survey ReminderReminder

Survey Tracking Survey Tracking • Use the survey

tracking form to record the # of paper surveys distributed or the number of web-based surveys given ON SITE. Do not record web-based invitation codes given out.

Data ManagementData Management• Provide a large manila envelope

for each survey site.• On the outside of the envelope

include the following:• Agency/provider code • Region• Assigned Community

Information (i.e. Town/City or Zip Code) where the data was collected.

• For confidentiality purposes, have a second envelope solely for the Consent forms and the other for the completed surveys.

• Place all completed surveys in the manila envelope. • Submit the envelope with the

surveys and Tracking Form

Region:

Provider Code:

Assigned Community:

Best Practices for Best Practices for Administering SurveysAdministering Surveys

• Do not ask their age, ask if they are in age range-For example “Are you between 9-17 years?”

• If giving incentives, distribute after surveys are completed.

• Give participants privacy to complete the surveys.

• Administer surveys consistently across all sites.

• You are permitted to read the survey to respondents with low literacy and have them fill in their responses.

• Let participants know that there are no wrong or right answers.

• Inform them to answer to the best of their abilities and if they do not know the answer to a question or do not want to answer the question, they can skip that question.

Web-Based SurveysWeb-Based Surveys• Two ways to

administer the Web-based surveys:o Can be given on site using

an electronic device (e.g. ipad, tablet, laptop)

o An invitation code given out for respondents to complete at a later date

Onsite Web-Based Onsite Web-Based AdministrationAdministration

• When participants complete the survey the last screen should say, “Thank you for completing the survey.”

• Be sure to capture the required information on the Survey Tracking Form.

• When web-based surveys are given onsite, direct respondents to age the appropriate survey.

• The consent form is the first screen of the survey.

• For the 18-25 year old surveys, participants 21 and older will not complete the entire survey and will exit early (this will be reflected on the screen).

Sample Web-Survey Business Card Invitation

1. Tells the respondent what the survey is about.

2. The URL for the respondent to type into their browser.

3. The Invitation Code is your 4-digit assigned Provider Code.

4. Indicate the date that you would like for the respondent to complete the survey.

Refer to the Survey Administration Protocol for more information that you may want to include.

http://www.prevention.uga

.edu/homepage/polllistpub

lic.asp

You are invited to share your

opinions and attitudes about

alcohol as part of a statewide

alcohol prevention program.

Using the URL below, please

click the 18-25 link. Invitation

Code: 1234

Please complete by May 30,

2012

1

2

3

4

This is simply an example. You can also include your provider information (i.e. logo, email, etc.) as you see fit.

Spanish ToolsSpanish Tools

Spanish administration tools are available online at http://www.ga-sps.org/SPF-STEPS.html.

Non-English SpeakingNon-English Speaking• Providers working with non-English speaking

respondents, the following applies:• Obtain consent using a consent form translated in the

respondent’s appropriate language.

• Administer the survey to the respondent in their appropriate language.

• Once surveys have been completed by respondents someone from the agency needs to transfer the responses to an English survey because the scanners cannot read a survey in another language besides English.

• Only send the completed English surveys to your RPS.

Alcohol Retail Alcohol Retail Availability ToolAvailability Tool

• Select between 10-20 retail outlets to observe (10 for smaller communities, 20 for larger) and check yes or no for ways you see alcohol being represented in these outlets. Examples include:o Convenience Storeo Gas Stationo Bar/Clubo Restauranto Hotel/Loungeo Supermarket

• Only observations are being made. You do not have to buy anything. If not feasible, you do not have to go in.

• Some communities get permission first to walk around, others just go in—use what works in your community.

• Document any limitations you have collecting the minimum (i.e. the town/city only has 5 retail outlets in the area.)

PromotionPromotion• Search print/online materials/Walk, drive

around and visit in the assigned communities to identify alcohol promotion.

• Check yes or no for the different ways you see alcohol being promoted in your community.

• Write any observations about the target population (i.e. race, age. Also, consider noting the SES of the community.

• For each category, keep good documentation of the number/places where observations were made.

• If there are places in your community where alcohol is sold by the glass/bottle, look for the type of promotions offered (i.e. happy hours; discounts). [Note: These type of locations will also show up on your Retail Availability Tool.]

Promotion and the Promotion and the MediaMedia

Radio •Provide the actual call letters of the station (i.e. WXYZ). •Try and listen to entire programming slot, which on average run between two and four hours.

“Drive Time” slots are usually the flag ship shows of the station and the commercials and promotions during theses hours are often a good representation of what is being marketed to the station’s target audience. (6a.m. to 10a.m. and 2 p.m. to 6 p.m.)

•Consider using your local Top 40 station, Rock, R&B, Hip Hop, or Talk/News station. If there are stations that cater to specific sub-populations (i.e. Spanish, Korean, etc.) consider listening to them as well.•Remember you want to gather localized data and not all mediums will be a relevant source for collecting alcohol related information there for Do Not Use:

Internet Radio or National Channels (i.e. Pandora and NPR)Stations with a religious platform

Billboards •Provide location information•Take note of the media company that owns the billboard (i.e. Clear Channel)

Local Newspaper

•Use the main newspaper for your geographical location unless you are servicing a specific sub-population (i.e. Spanish) then you would use the main paper for the target audience.

A good rule of thumb for selecting a paper is to research the paper with the highest circulation numbers for your community.

Local TV commercials

•Do Not Use cable network channels (i.e. TNT, USA , CNN, OWN, BET, TV One, etc) – commercials aired during these programs are aired nationally and will not provide accurate information specific to your community.•Try to watch during the local news broadcasts (mid-day 12p.m., evening 5 or 6 p.m. and late night 10 or 11 p.m.). You may also try to watch during prime time television hours (7 p.m. to 10 p.m.) on the major networks (i.e. ABC, CBS , NBC, and FOX local affiliate).

Website/Facebook/twitter page of local businesses

•Remember that local service organizations, religious organizations or non-profits more than likely will not have alcohol promotions. Consider Mom & Pop grocery/ convenience stores, restaurants and bars. •You will need to monitor or review at least one full week of posts/status updates.

Law Enforcement Law Enforcement ToolsTools

• Select 5 law enforcement officers—anyone who enforces the law (can be county officer, sheriff, security guard, school officer, etc.).

• Have them complete the survey or you can complete this as an interview. Be sure to capture their words.