HEALTHY YOUTH SURVEY 2020 SURVEY COORDINATOR TRAINING PAPER

HEALTHY YOUTH SURVEY 2020 SURVEY COORDINATOR TRAINING PAPER & PENCIL SURVEY

Training Steps 2 1. Please review each slide in this presentation § The sections follow your Survey Coordinator Checklist (online at www. Ask. HYS. net/Administration or in your survey instructional packet) 2. Complete the Survey Coordinator Training Quiz • Located at www. Ask. HYS. net/Survey. Training 3. If you have any questions: • • Call: 1 -877 -HYS-7111, or Email: surveyadmin@Ask. HYS. net Healthy Youth Survey 2020

Purpose of This Training 3 After completing this training, you will: § Have the information needed to successfully implement the 2020 HYS § Understand the IRB requirements for notifying parents and students and protecting students’ anonymity § Fulfill the Survey Coordinator training requirement Healthy Youth Survey 2020

4 Importance of Representative Results § HYS should be administered so that every student in your school who is in grades 6, 8, 10 or 12 can participate q Schools from eligible “small” school districts can also survey 7 th, 9 th and 11 th 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 Healthy very. Youth useful Survey 2020

1. Update Registration Online 5 § An email to confirm your registration information was sent in August 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 using your school specific registration link* by September 7 th *Your school specific registration link was provided in your registration confirmation email. You can also reach your link by going back to the registration page. Healthy Youth Survey 2020

6 2. Receive Survey Instructional Packet § A packet of instructional materials in early September: q q q Coordinator Guidelines and Checklist – review carefully Check to see if you have enough survey booklets Also included: • Parent and Student Notification Letter • 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 Healthy Youth Survey 2020

3. Inform Office Staff 7 § Inform your school office staff about the survey and give them the following materials: q The Information for Parent & Student Notification Letter for parents or students to view q Copies of the Survey Booklets for parents to view (not students) q 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 2020

4. Select the Survey Date(s) 8 § Work with school administrators to set the survey the administration date(s) during the week of October 12 th – 30 th* § Take into consideration days on which groups of students may be missing due to: q Field trips, sports, band, or other school events § Students who are not present at the school full-time, including those participating in alternative programs and Running Start, may take the survey on a different day or time during the same one-week period as the rest of the school. This does not include full-time students who were absent on the day of the survey. * If you need extra time, you can administer the survey the next week Healthy Youth Survey 2020 back by November 6 th. as long as completed surveys are sent

Critical Step: Notify & Verify 9 Complete the Verify form as soon as possible! Submitting the Verify form triggers the system to send your survey materials. Survey materials cannot be sent until you submit the Verify form. Verification must be complete 2 weeks before the survey can be given. Healthy Youth Survey 2020

5 a. Notify Parents & Students 10 § Use the approved Parent & Student Information Letter § The Letter is available online at: www. Ask. HYS. net/Administration ◦ Available in English, Spanish, and 16 other languages Healthy Youth Survey 2020

5 b. Notify Parents & Students 11 § Notify parents with the Information Letter using at least one of the following methods: q Mail the Letter home q Send the Letter home with students q Email, make robocalls, or use the Skyward system to notify parents about the survey using the approved Web-Email. Robo Call Sample Language and attach a copy of the Information Letter to emails or Skyward. Healthy Youth Survey 2020

5 c. Notify Parents & Students 12 § Notify students using both of the following methods: q Post the Information Letter in a school common area, cafeteria, or on bulletin boards AND q Tell students about the survey during a school assembly or in the classroom in which they will take the survey Healthy Youth Survey 2020

5 d. Notify Parents & Students 13 § Post information on school's website about the 2020 HYS and include a link to the Parent & Student Information Letter q Example web posting language is available at www. Ask. HYS. net/Administration Note: You can use additional methods to notify parents and students, like district newsletters, reader boards, and social media, but they do not replace the required methods. Healthy Youth Survey 2012 2020

5 e. Verify Notification 14 § Once all parent and student notification steps (5 a 5 d) are complete, verify online by filling out the Verify form § Log in to Ask. HYS and go to the Registration page (under 2020 HYS Process). Click on the Verify button Healthy Youth Survey 2012 2020

15 Reminder Critical Step: Notify & Verify Notify parents and students as soon as possible to ensure that your survey materials arrive on time. Survey materials cannot be sent until all notifications are complete and you’ve completed the online Verify form. Verification must be complete 2 weeks before the survey can be given. Healthy Youth Survey 2020

6. Arrange an Alternate Activity 16 § Plan an alternative activity for students who are not participating in the survey: q For example, silent reading at their desk or a library assignment q Activities such as cleaning litter off the football field or allowing students to leave school early are inappropriate Healthy Youth Survey 2020

7. Receive Box of Survey Materials 17 § Survey booklets and additional administration materials should arrive by October 3 rd § Open your box(es) immediately to make sure everything is there § If you don’t have enough Survey Booklets, please email surveyadmin@Ask. HYS. net or call 1 -877 -HYS-7111 § Keep the Return Shipping Label for returning the completed surveys: Surveys are shipped by school, so coordinators for multiple schools may receive them at different times Healthy Youth Survey 2020

8. Check Survey Forms 18 § Open all of your boxes of survey materials and make sure you have enough of the correct survey forms q For 6 th Grade: Use Form C • 7 th graders in “small” schools also take Form C • q For 8 th/10 th/12 th Grade(s): Use Forms A and B • 9 th and 11 th graders in “small” schools also take Forms A and B • Healthy Youth Survey 2014 2020

19 9. Train Teachers to Administer HYS § Train those that will administer the survey in their classrooms or other location: q Use Survey Administration Power. Point slides, “Highlights for Survey Administrators”, available at: www. Ask. HYS. net/Registration/Coordinator. Training q Train administrators about 1 week prior to giving the survey q Make sure inform them about the new Survey Administration Video and how to use it. If they cannot show the Video, explain the extra information they need to read to students in the Administration Instructions. q Watch the Instructional Video: https: //youtu. be/6 mw. Jav 2 QVt. Y Healthy Youth Survey 2020

10 a. Create Sets of Materials 20 § Create a set of survey materials for each classroom administering the survey, including: q q q 1 Answer Sheet Envelope The Survey Administrator Video link 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 Healthy. Youth. Survey 2020 2012

10 b. Create Sets of Materials 21 § In 6 th grade classrooms: q Use the green Form C § In 8 th, 10 th and 12 th grade classrooms: q Use the blue Forms A* & Form B q The survey forms you receive are “interleaved” (alternated AB-A-B) so every other student receives a different survey q The survey questions are numbered differently on Forms A & B but they should take a similar amount of time to answer q If your school is not asking the extra questions, remove the 2 nd to the last perforated page (don’t remove the answer sheet) Healthy Youth Survey 2020

10 c. Create Sets of Materials 22 § Make copies of Spanish materials if needed* q 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 surveyadmin@Ask. HYS. net Healthy Youth Survey 2020

11. Notify Students Again 23 § Repeat an announcement to students the day before the survey: q In an assembly OR q In the classroom where the survey will be administered Healthy Youth Survey 2020

12. Inform Teachers if Students Opt Out 24 § Parents can notify the school if they don’t want their student to participate in the survey: q Pick up the Student Opt Out List from the office q Notify teachers if any of their students are excused from taking the survey and that they should participate in the alternative activity Healthy Youth Survey 2020

25 13. Deliver the Classroom Materials § Distribute sets the of survey materials to the classrooms on the day of survey § Make sure the survey administrators have everything they need Healthy Youth Survey 2020

26 14. Pick Up the Survey Materials § After the survey is complete: q Pick up all the used and unused administration or survey materials from the classrooms q Keep the Answer Sheet Envelopes q Make sure all the information on the Answer Sheet Envelopes is correct q Recycle the rest of the materials Healthy Youth Survey 2020

15. Mail Completed Surveys 27 § Pack the completed surveys in the box for return shipping in the following order: q Stack Answer Sheet Envelopes in the box q Place pre-paid 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 November 6 th. q Call Fed. Ex and request a Fed. Ex Express pick up. Email Survey. Admin@Ask. HYS. net if you have any Healthy Youth Survey 2020 issues.

Any Questions? 28 § Visit the HYS website: www. Ask. HYS. net § Contact the State Department of Health: 1 -877 -HYS-7111 or healthy. youth@doh. wa. gov § Contact Looking Glass Analytics: surveyadmin@lgan. com Healthy Youth Survey 2020

PLEASE COMPLETE THE TRAINING by taking the QUIZ NOW! Click here to HYS Survey Training Quiz The Healthy Youth Survey Planning Committee greatly appreciates your assistance in coordinating the Healthy Youth Survey! Thank You!