Healthy Youth Survey 2018 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 survey instructional packet) 2. Complete the Survey Coordinator Training Quiz Located at www.askhys.net/Registration/Training 3. If you have any questions: Call: 1-877-HYS-7111, or Email: surveyadmin@AskHYS.net Healthy Youth Survey 2018

Purpose of This Training After completing this training, you will: Have the information needed to successfully implement the 2018 HYS Understand the IRB requirements for notifying parents and students, and protecting students’ anonymity Fulfill the Survey Coordinator training requirement Healthy Youth Survey 2018

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 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 Healthy Youth Survey 2018

Steps for Administering the 2018 HYS

1. Confirm Registration Online 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 the your school specific registration link* by September 7th *Your school specific registration link was provided in your registration confirmation email, email SurveyAdmin@AskHYS.net if you need your link. Healthy Youth Survey 2018

2. Receive Survey Instructional Packet HYS 2018 survey materials will be sent in 2 separate mailings. First you will receive a packet of instructional materials by September 10th: 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 Healthy Youth Survey 2018

3. Inform Office Staff Inform your school office staff about the survey and give them the following materials: The Information for Parent & Student Notification Letter 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 Healthy Youth Survey 2018

4. Select the Survey Date and Time Work with school administrators to set the survey the administration date during the week of October 8th – 19th* Take into consideration days on which groups of students may be missing due to: 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 as long as completed surveys are sent back by October 26. Healthy Youth Survey 2018

5. Arrange an Alternate Activity Plan an alternative activity for students who are not participating in the survey: For example, silent reading at their desk or a library assignment Activities such as cleaning litter off the football field or allowing students to leave school early are inappropriate Healthy Youth Survey 2018

6a. Notify Parents & Students Use the approved Parent & Student Information Letter The Letter is available online at: www.AskHYS.net/Administration Available in English, Spanish, and multiple other languages A sample of the Letter is on the next slide Healthy Youth Survey 2018

Parent & Student Information Letter

6b. Notify Parents Parents need to be notified by September 24th with the Letter using one of these approved methods: Mail the Letter in a packet with other essential forms/information at the beginning of the school year or home as a stand alone letter Send the Letter home with students in a packet of other essential forms/information Emails using the approved Email Notification and attach the Letter Robocalls using the approved Robocall Notification, including letting parents know to visit the school/district website for the Letter Healthy Youth Survey 2018

6c. Notify Students Students need to be notified by September 24th 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 Healthy Youth Survey 2018

6d. Notify by Website Schools need to post information about the 2018 HYS and include a link to the Parent & Student Information Letter by September 24th Example web posting language is available at www.AskHYS.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 Healthy Youth Survey 2018

6e. Verify Notification Once all parent and student notification steps (6a-6d) are complete, verify online by September 24th: Verify notification online by using your school specific registration link*. Survey Booklets will not be shipped to your school until online verification of student notification is done *Your school specific registration link was provided in your registration confirmation email, email SurveyAdmin@AskHYS.net if you need your link. Healthy Youth Survey 2012 Healthy Youth Survey 2018

7. Receive Box of Survey Materials 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 surveyadmin@AskHYS.net 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 Healthy Youth Survey 2018

8. Prepare the Survey Materials 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 2014 Healthy Youth Survey 2018

9a. Create Sets of Materials Create a set of survey materials for each classroom administering the survey, including: 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 2018 Healthy Youth Survey 2012

9b. Create Sets of Materials 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 extra questions (don’t remove the answer sheet) Healthy Youth Survey 2018

9c. Create Sets of Materials 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 surveyadmin@AskHYS.net Healthy Youth Survey 2018

10. Train Teachers to Administer HYS 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/Training Train administrators about 1 week prior to giving the survey 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. Healthy Youth Survey 2018

11. Notify Students Again Repeat an announcement to students the day before the survey: In an assembly OR In the classroom where the survey will be administered Healthy Youth Survey 2018

12. Inform Teachers about Students on the Opt Out List 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 Healthy Youth Survey 2018

13. Deliver the Survey 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 2018

14. Pick Up the Survey Materials 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 Healthy Youth Survey 2018

15. Mail Completed Surveys 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 26th using the instructions provided in the Coordinator Guidelines. Healthy Youth Survey 2018

Any Questions? Visit the HYS website: www.AskHYS.net Contact the State Department of Health: 1-877-HYS-7111 or healthy.youth@doh.wa.gov Contact Looking Glass Analytics: suveyadmin@AskHYS.net Healthy Youth Survey 2018

Please complete the Training Quiz now! To take the Quiz, go to: www.askhys.net/Registration/Training 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!