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Purpose of This Training Healthy Youth Survey 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
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HEALTHY YOUTH SURVEY 2016SURVEY COORDINATOR TRAINING
2016
Training Steps
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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]
Purpose of This Training
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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
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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
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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
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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
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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
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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
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Plan an alternative activity for students who are not participating in the survey: For example, silent reading at their desk
6a. Notify Parents & Students
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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
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6b. Notify Parents
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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
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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
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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
Healthy Youth Survey 2016
6e. Verify Notification
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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
Healthy Youth Survey 2016
7. Receive Box of Survey Materials
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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
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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
Healthy Youth Survey 2016
9a. Create Sets of Materials
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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
Healthy Youth Survey 2016
9b. Create Sets of Materials
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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
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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
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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
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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
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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
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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
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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
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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?
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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!