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Healthy Youth Survey 2014 Survey Coordinator Training

Dec 30, 2015

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Healthy Youth Survey 2014 Survey Coordinator Training. Training Steps. 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) - PowerPoint PPT Presentation

  • HEALTHY YOUTH SURVEY 2014SURVEY COORDINATOR TRAINING

    Healthy Youth Survey 2014

  • Training StepsHealthy Youth Survey 2014*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 QuizLocated at www.AskHYS.net/SurveyTraining 3. If you have any questions:Call: 1-877-HYS-7111, or Email: [email protected]

    Healthy Youth Survey 2014

  • Purpose of This TrainingHealthy Youth Survey 2014*After completing this training, you will:Have the information needed to successfully implement the 2014 HYSUnderstand the IRB requirements for notifying parents and students, and protecting students anonymityFulfill the Survey Coordinator training requirement

    Healthy Youth Survey 2014

  • Importance of Representative ResultsHealthy Youth Survey 2014*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 gradersFind out which grades your school is registered for at: http://www.askhys.net/Registration/StatusThe more students that take the HYS, the more representative the results will be of students at your schoolIf you have low participation in HYS then your results may not be very useful

    Healthy Youth Survey 2014

  • Steps for Administering the 2014 HYS

    Healthy Youth Survey 2014

  • 1. Confirm RegistrationHealthy Youth Survey 2014*An email to confirm your registration information was sent September 2nd to the:Person who registered the schoolSurvey CoordinatorBack-Up Survey CoordinatorPrincipalWork with your Principal and Back-Up Coordinator to review the registration confirmation email and reply if there are changes needed by September 8th

    Healthy Youth Survey 2014

  • 2a. Notify Parents & StudentsHealthy Youth Survey 2014*Use the approved Information for Parents & Students flyer The flyer is available online at: www.AskHYS.net/Administration Available in English and SpanishAvailable 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 questionsEligible as a small school and surveying students in additional grades 7, 9, and or 11One version of the flyer is on the next slide

    Healthy Youth Survey 2014

  • Information for Parents & Students Flyer*

    Healthy Youth Survey 2014

  • 2b. Notify ParentsHealthy Youth Survey 2014*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 yearORMail the Flyer home as a stand alone letter ORSend the Flyer home with students in a packet of other essential forms/information

    Healthy Youth Survey 2014

  • 2c. Notify StudentsHealthy Youth Survey 2014*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 ANDTell students about the survey during a school assembly or in the classroom in which they will take the survey

    Healthy Youth Survey 2014

  • 2d. Notify by WebsiteHealthy Youth Survey 2012*Schools with active websites need to post information about the 2014 HYS and include a link to the Information for Parent & Student flyerExample 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

    Healthy Youth Survey 2014

    Healthy Youth Survey 2014

  • 3. Receive Survey MaterialsHealthy Youth Survey 2014*Check the box(es) of survey materials to make sure everything is thereReview the Survey Coordinator Checklist and GuidelinesKeep the following items for returning the completed surveys:BoxSchool Packing FormReturn Shipping Label

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

    Healthy Youth Survey 2014

  • 4. Inform Office StaffHealthy Youth Survey 2014*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 viewCopies 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

    Healthy Youth Survey 2014

  • 5. Select the Survey Date and TimeHealthy Youth Survey 2014*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 tripsSportsBandOther

    Healthy Youth Survey 2014

  • 6. Arrange an Alternate ActivityHealthy Youth Survey 2014*Plan an alternative activity for students who are not participating in the survey:For example, silent reading at their desk

    Healthy Youth Survey 2014

  • 7. Prepare the Survey MaterialsHealthy Youth Survey 2014*Make sure you have the right survey formsFor 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 questionsUse Form A-Enhanced and B if asking optional sexual orientation question onlyUse 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 schools 8th/10th/12th grade (s)

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  • 8a. Create Sets of MaterialsHealthy Youth Survey 2012*Create a set of survey materials for each classroom administering the survey, including:1 Answer Sheet Envelope1 Survey Administration Instructions1 survey booklet for each student1 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 [email protected] Youth Survey 2014

    Healthy Youth Survey 2014

  • 8b. Create Sets of MaterialsHealthy Youth Survey 2014*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 surveyThe 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

    Healthy Youth Survey 2014

  • 8c. Create Sets of MaterialsHealthy Youth Survey 2014*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

    Healthy Youth Survey 2014

  • 9. Train Teachers to Administer HYSHealthy Youth Survey 2014*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

    Healthy Youth Survey 2014

  • 10. Notify Students AgainHealthy Youth Survey 2014*Repeat an announcement to students the day before the survey:In an assembly ORIn the classroom where the survey will be administered

    Healthy Youth Survey 2014

  • 11. Inform Teachers about Students on the Opt Out ListHealthy Youth Survey 2014*Parents can notify the school if they dont want their student to participate in the survey:Pick up the Student Opt Out List from the officeNotify teachers if any of their students are excused from taking the survey and that they should participate in the alternative activity

    Healthy Youth Survey 2014

  • 12. Deliver the Survey MaterialsHealthy Youth Survey 2014*Distribute sets the of survey materials to the classrooms on the day of surveyMake sure the survey administrators have everything they need

    Healthy Youth Survey 2014

  • 13. Pick Up the Survey MaterialsHealthy Youth Survey 2014*After the survey is complete:Pick up all the used and unused administration or survey materials from the classroomsKeep the Answer Sheet EnvelopesMake sure all the information on the Answer Sheet Envelopes is correctRecycle the rest of the materialsConsider shredding the Student Opt Out List

    Healthy Youth Survey 2014

  • 14. Mail Completed Surveys Healthy Youth Survey 2014*Pack the completed surveys in the box for return shipping in the following order:Stack Answer Sheet Envelopes in the boxPlace the School Packing Form on top of the stackAdd packing material if necessaryPlace return label over original label on outside of boxCoordinators for multiple schools need to ship each schools surveys in separate boxes.Ship the surveys to Looking Glass Analytics by October 24th.

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  • Any Questions?Healthy Youth Survey 2014*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]

    Healthy Youth Survey

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