Getting Ready for Getting Ready for Round III: The SPF Round III: The SPF SIG Community SIG Community SurveySurvey

NM SPF SIG Recipient MeetingNM SPF SIG Recipient Meeting

November 4, 2009November 4, 2009

OverviewOverview

Review the broad protocolReview the broad protocol Administering the survey at the Administering the survey at the

community levelcommunity level Filling in your own protocolFilling in your own protocol

CLI announcementsCLI announcements CLI will be due again this FebruaryCLI will be due again this February

Plan your data gathering accordingly: s/he Plan your data gathering accordingly: s/he who is entering CLI data should likely not who is entering CLI data should likely not be involved in supervising data collection. be involved in supervising data collection.

WHY REVIEW the SURVEY WHY REVIEW the SURVEY AGAIN AGAIN ??!!??!!

The NM SPF SIG community survey is a The NM SPF SIG community survey is a unique creation that is based upon the unique creation that is based upon the cooperation of state and local actors. cooperation of state and local actors. New Mexico has particular social and geographic New Mexico has particular social and geographic

qualities that make for this style of surveying.qualities that make for this style of surveying. It requires that all these actors have a clear It requires that all these actors have a clear

understanding of their roles.understanding of their roles. In order to successfully reproduce this effort, In order to successfully reproduce this effort,

everyone must be on the same page. everyone must be on the same page.

…….WHY ??.WHY ?? 2008 survey was very successful for 2008 survey was very successful for

community and state-level data: need to community and state-level data: need to reproduce that success. reproduce that success. Better data overallBetter data overall Sustainability: there is a community-wide Sustainability: there is a community-wide

and statewide “culture” around successful and statewide “culture” around successful data collection for the future. data collection for the future.

Individual protocols are also required to Individual protocols are also required to ensure human subjects protection, meaning ensure human subjects protection, meaning some oversight by PIRE and the state. some oversight by PIRE and the state.

The Big PictureThe Big Picture 5 data collection groups5 data collection groups

Group1: Programs located in Albuquerque (not Group1: Programs located in Albuquerque (not including UNM COSAP)including UNM COSAP)

Group 2: Programs for whom MVD recruitment Group 2: Programs for whom MVD recruitment has worked well has worked well

Group 3: Programs for whom MVD recruitment Group 3: Programs for whom MVD recruitment did not work well in 2007, and developed better did not work well in 2007, and developed better recruitment strategies in 2008. recruitment strategies in 2008.

Group 4: Predominantly Native American Group 4: Predominantly Native American Communities Communities

Group 5: UNM COSAP Group 5: UNM COSAP

Data Collection Methods: Data Collection Methods: same as 2008same as 2008

Recruitment for On-line surveyRecruitment for On-line survey Locally: Use of recruitment cards in strategic Locally: Use of recruitment cards in strategic

locations, including recruitment information in locations, including recruitment information in utility bills, and direct email invitations utility bills, and direct email invitations

State level: hoping to include in MVD State level: hoping to include in MVD renewal noticesrenewal notices

Recruitment for paper and pencil surveyRecruitment for paper and pencil survey Paper surveys completed in person or other Paper surveys completed in person or other

methodmethod

Review and update Review and update protocols from 2008protocols from 2008

Stick with what was successful. Stick with what was successful. Do not change your final SEW protocol too much, Do not change your final SEW protocol too much,

unless enhancing on your successes.unless enhancing on your successes. Use the same target numbers as last year, but Use the same target numbers as last year, but

remember that more data is always better than less remember that more data is always better than less data (Target #s should be on last year’s protocol). data (Target #s should be on last year’s protocol).

Turn into PIRE (Martha or Liz) before Thanksgiving Turn into PIRE (Martha or Liz) before Thanksgiving (by November 25). (by November 25).

Committees in SEW review protocols and provide Committees in SEW review protocols and provide suggestions for enhancement. suggestions for enhancement.

Who are we Sampling?Who are we Sampling? NM residents NM residents 18 and over18 and over (especially targeting18-24) (especially targeting18-24) This includes:This includes:

Spanish speakingSpanish speaking ParentsParents ElderlyElderly Undocumented & non U.S. CitizensUndocumented & non U.S. Citizens All race/ethnicitiesAll race/ethnicities Etc.Etc.

Where do we find them?Where do we find them? The MVDThe MVD The local libraryThe local library The community college, universityThe community college, university Local employersLocal employers Post officePost office Jury poolsJury pools Sporting eventsSporting events Walmart and other local businessesWalmart and other local businesses PTA meetingsPTA meetings Utility bill recipientsUtility bill recipients Etc. Etc.

The Time LineThe Time Line November 4: Training and working on data collection November 4: Training and working on data collection

protocolsprotocols November 25: Protocols are due to PIRENovember 25: Protocols are due to PIRE December: Protocols will be reviewed by the SEWDecember: Protocols will be reviewed by the SEW January: Training for data entry January: Training for data entry

February 1: February 1: Data collection/recruitment will Data collection/recruitment will beginbegin

February-March: Program managers and PIRE will beFebruary-March: Program managers and PIRE will be

contacting programs for updates on progress. contacting programs for updates on progress. February 15: CLI data are dueFebruary 15: CLI data are due

March 31March 31: : Data collection will endData collection will end April 15: Data file submitted to PIREApril 15: Data file submitted to PIRE

Information available to youInformation available to you The State Level ProtocolThe State Level Protocol The Data Collection TemplateThe Data Collection Template Instructions for completing the DCTInstructions for completing the DCT Protocol for Survey AdministrationProtocol for Survey Administration A person to ask questions to when in A person to ask questions to when in

doubtdoubt A weekly update beginning on February A weekly update beginning on February

9, of the # of on-line completed surveys 9, of the # of on-line completed surveys by SITE IDby SITE ID

Additional materials for Additional materials for you:you:

The Community Survey for Paper and Pencil (English & The Community Survey for Paper and Pencil (English & Spanish)Spanish)

The Community Survey for Internet (English & Spanish) (to The Community Survey for Internet (English & Spanish) (to take on-line)take on-line)

Codebook for the Paper and Pencil SurveyCodebook for the Paper and Pencil Survey Data Entry Template Data Entry Template Data Tracking FormData Tracking Form All documents found on the NM prevention website, also All documents found on the NM prevention website, also

accessible through PIMSaccessible through PIMS http://www.nmprevention.org/NM_SPFSIG_Documents.htmlhttp://www.nmprevention.org/NM_SPFSIG_Documents.html

And last but not least:And last but not least:

Recruitment cards with your SiteID Recruitment cards with your SiteID printed on them (English)printed on them (English)

Spanish recruitment cards (you fill in Spanish recruitment cards (you fill in the site ID)the site ID)

Information notices for paper and Information notices for paper and pencil surveys (Take Home Rights) pencil surveys (Take Home Rights) (English & Spanish)(English & Spanish)

NOTE NEW Toll-Free Number on NOTE NEW Toll-Free Number on documents. documents.

Paper and Pencil Survey Paper and Pencil Survey AdministrationAdministration

First:First: Determine where administering Determine where administering

paper and pencil surveys has paper and pencil surveys has worked best?worked best?

Get permission Get permission to administer to administer surveys in those locations surveys in those locations

Walmart: Very Walmart: Very Important! Important!

To get permission, you must:To get permission, you must: Provide Natalie Skogerboe the Provide Natalie Skogerboe the

exact locations of the stores where exact locations of the stores where you would like to recruit and the you would like to recruit and the dates you intend to recruit by dates you intend to recruit by November 24.November 24.

LESSONS LEARNEDLESSONS LEARNED Start as early as you can. Do not assume that you Start as early as you can. Do not assume that you

will get your numbers later in the month.will get your numbers later in the month. Consider the weather! Consider the weather! Plan to have staff prioritize surveying over other Plan to have staff prioritize surveying over other

prevention activities.prevention activities. Do not hand over surveys to volunteers or others Do not hand over surveys to volunteers or others

who have not been directly trained. who have not been directly trained. If you anticipate monolingual Spanish or Navajo If you anticipate monolingual Spanish or Navajo

speakers, try to have someone who can read or speakers, try to have someone who can read or interpret the survey for them. interpret the survey for them.

The Day Of…The Day Of… Have sufficient paper surveys printed and ready Have sufficient paper surveys printed and ready

to go (i.e., site IDs entered, location, information to go (i.e., site IDs entered, location, information page attached, English & Spanish versions, page attached, English & Spanish versions, someone who speaks Spanish, etc.)someone who speaks Spanish, etc.)

Have clipboards & pens for people to use Have clipboards & pens for people to use Have Take Home Rights cardsHave Take Home Rights cards A good box with a lid for collecting completed A good box with a lid for collecting completed

surveys (we want people to feel safe in surveys (we want people to feel safe in responding honestly to the questions)responding honestly to the questions)

Any incentive you decide to useAny incentive you decide to use

Who to ApproachWho to Approach

It Depends:It Depends: How crowded is it? Can you How crowded is it? Can you

survey everyone or just some? survey everyone or just some? How many people are helping you How many people are helping you

with this effort?with this effort? How long do you have to do it?How long do you have to do it? How many surveys are trying to How many surveys are trying to

complete?complete?

Who to ApproachWho to Approach If you are in a crowded location: After If you are in a crowded location: After

one person has completed the survey, one person has completed the survey, count the next 5 people who enter and count the next 5 people who enter and approach the 6approach the 6thth person. After s/he person. After s/he completed the survey, count 5 people completed the survey, count 5 people and approach the 6and approach the 6thth person. Each person. Each person surveying can use this same person surveying can use this same strategy.strategy.

In a non-crowded location: approach In a non-crowded location: approach everyone. everyone.

Who to ApproachWho to Approach Keep in mind your own biases. Do not Keep in mind your own biases. Do not

just approach women, or older people, or just approach women, or older people, or Latinos, or whatever. Using a random Latinos, or whatever. Using a random sampling strategy will help with this. sampling strategy will help with this.

Consider oversampling 18 to 24 year Consider oversampling 18 to 24 year olds and think about locations where you olds and think about locations where you may have access to this age group. may have access to this age group.

Using Recruitment CardsUsing Recruitment Cards Use these in strategic locations to get the Use these in strategic locations to get the

best response ratesbest response rates Where are best places in your community Where are best places in your community

to distribute cards?to distribute cards? Ideally, you don’t want a long time lag Ideally, you don’t want a long time lag

between getting the card and access to a between getting the card and access to a computer. computer.

We caution against using recruitment We caution against using recruitment cards at the same time as trying to collect cards at the same time as trying to collect paper and pencil surveyspaper and pencil surveys

DON’TsDON’Ts DON’T just give recruitment cards to DON’T just give recruitment cards to

people to hand out without an people to hand out without an understanding of where & how they will be understanding of where & how they will be distributed. distributed.

DON’T do anything without first checking DON’T do anything without first checking to see if you need permission. If you’re to see if you need permission. If you’re going to leave cards on car windows in the going to leave cards on car windows in the parking lot at the local community college, parking lot at the local community college, check with the Dean of Students ahead of check with the Dean of Students ahead of time to make sure this is okay.time to make sure this is okay.

DON’TsDON’Ts DON’T recruit at a site not listed in your DON’T recruit at a site not listed in your

approved plan without permission from approved plan without permission from your local evaluator and PIRE.your local evaluator and PIRE.

DON’T be afraid to ask questions.DON’T be afraid to ask questions.

DO’sDO’s DO keep in mind that you are representing DO keep in mind that you are representing

your prevention agency and OSAP. What you your prevention agency and OSAP. What you do reflects on the state.do reflects on the state.

DO make sure people read & understand the DO make sure people read & understand the “consent” page.“consent” page.

DO give participants Take Home Rights after DO give participants Take Home Rights after they complete the paper and pencil survey. they complete the paper and pencil survey.

DO find extroverts to help you recruit.DO find extroverts to help you recruit. DO work with your local coalitions for DO work with your local coalitions for

assistance.assistance.

Training is really, really, Training is really, really, really important!!!!!really important!!!!!

(Scripts in English and in Spanish are posted on-line and (Scripts in English and in Spanish are posted on-line and are useful when training others on how to approach are useful when training others on how to approach

prospective respondents.)prospective respondents.)

Make time for it.Make time for it.

Fill in your own data Fill in your own data collection protocolcollection protocol

Each program has the last version Each program has the last version provided to the SEW in 2008 provided to the SEW in 2008

Get started today if you canGet started today if you can We prefer a digital form over handwritten We prefer a digital form over handwritten

for easy editingfor easy editing THANKS! THANKS!

Final Thoughts, Final Thoughts, Questions, & CommentsQuestions, & Comments

Ask questions & seek help Ask questions & seek help Report problems as you go – your Report problems as you go – your

program manager and PIRE are your program manager and PIRE are your allies in your being successful. allies in your being successful.

Stay on top of things Stay on top of things

Wrap upWrap up

Remember that the data collection Remember that the data collection protocol should be submitted to PIRE by protocol should be submitted to PIRE by Nov. 25. Nov. 25.

Programs without approved protocols Programs without approved protocols can not collect data in February. can not collect data in February.

Contact Info:Contact Info: Martha WallerMartha Waller 919-265-2631919-265-2631 mwaller@pire.org

Liz LilliottLiz Lilliott 505-765-2330505-765-2330 lilliott@bhrcs.org

Most FY10 documents can be found at Most FY10 documents can be found at http://www.nmprevention.org/NM_SPFSIG_Documents.htmlhttp://www.nmprevention.org/NM_SPFSIG_Documents.html