1. Washington 21st CCLC Data Collection Webinar Samantha Sniegowski
Researcher
February 2017
Copyright © 2017 American Institutes for Research. All rights reserved.

2. Agenda Leading Indicators Survey Administration
Other Data Collection/Submission Activities
Data Collection/Submission Supports and Resources

3. Data Collection Activities
LI Surveys: February 15 – March 31
APR
Report Summer 2016 data May 7- June 7 (state timeline)
Report Fall 2016 data June 16 – July 22 (state timeline)
Report Spring 2017 data August 1 – November 3 (state timeline)
Youth Surveys: April 3 – May 31
Attendee Module: June 5 – July 31

4. Leading Indicator Survey Administration

5. Leading Indicator Surveys
Used to populate the leading indicator reports
Data obtained from federal reporting systems
Surveys
PQA data
Youth outcome data
Purpose is to inform quality improvement efforts
Leading indicator surveys collect data from two groups:
Site coordinators
Staff working directly with youth in the delivery of programming

6. Leading Indicator Survey Timeline
s to project directors containing a link to the survey management system and a username and password will be sent during the week of February 15th
Complete surveys from site coordinators and afterschool program staff are due March 31st

7. Survey Administration Process
Once logged into the Project Director Survey Management page:
Ensure the centers listed for a given grant are correct and send any corrections needed to
Under the name of each center, a survey Web link unique to each center is provided
This link needs to be forwarded to the site coordinator for that center
When the link is clicked on, the respondent will be asked to create a survey account and then be prompted to take the survey in question
Site coordinators and staff will utilize the same link to create a survey account and take the survey for their role in the program
You can return to the Project Director Survey Management page to view the completion status of surveys and send reminders

8. Staff Selection
In addition to the site coordinator, ideally, a minimum of 8 staff per site should be identified per center
Staff selected to the survey:
Need to spend the majority of their time working directly with youth by leading activities
Can be paid or a volunteer
Can work for the grantee directly or for a partner organization
Can be working in the program or recently ended their participation in the program (e.g., led activities in a previous session that was active at some point in program year)
Should work (or did work) in the program at least once a week
If there is less than 8 staff at a given center that meet these criteria, then all staff at the center meeting these criteria should be asked to take the survey

9. Project Director Survey Management Page

10. Center Coordinator and Staff Login Page
Staff asked to complete surveys will need to first create an account

11. Creating a New Survey Account
Completion of this field will determine if staff take the site coordinator or staff survey
Clicking the create user button will take the user to either the staff survey or site coordinator management page

12. Monitoring Survey Completion
Project directors can see both:
Who has completed a survey account
Whether or not they have completed their survey from the Project Director Survey Management page
Automated reminders can be sent directly from the Project Director Survey Management Page
Project directors are encouraged to monitor the survey process frequently

13. Other Data Collection Events

14. APR Data Submission Summer 2016 data submission is on deck
ED has not identified any reporting window timelines for the program year
State Timelines
Report Summer 2016 data May 7- June 7
Report Fall 2016 data June 16 – July 22
Report Spring 2017 data August 1 – November 3
What data elements should I be thinking about?
Updates to Grantee and Center Profiles
Activities offered
Staffing
Participation data

15. Youth Motivation, Engagement, & Beliefs Survey
Review history, purpose, and goals of the survey
Outline data collection process
Our goals for today are to:
give you an overview of the evaluation and its purposes, as well as the history of the survey to date
Outline the overall data collection process and in particular make sure you understand how the online survey management system works
Answer your questions about the data collection and address any concerns

16. Youth Motivation, Engagement, & Beliefs Survey
Survey was developed by YDEKC in partnership with the Weikart Center for Youth Program Quality over the past two years.
Initial pilot test with YDEKC in 2013 – led to revisions
Second pilot Spring 2014 – further revisions
Spring Implemented in all WA 21st CCLC sites
Spring 2016 onward – Implementing in all 4-12 grade WA 21st CCLC sites, but with emphasis on surveying students who took the survey last year!
Goal is to establish a new measure of young people’s skills and beliefs
Measuring things like academic mindset, persistence, school belonging, personal identity, and social and civic values

17. Youth Motivation, Engagement, & Beliefs Survey
Each project director will receive:
A set of instructions
Criteria for selecting young people to survey
Parent/guardian passive consent forms
So on to the survey process.
There is some preparation you will need to do to be ready to start surveys – April 11 – May 31.
Each of you should have received by now the instructions for the survey process and the parent/guardian passive consent form. Those forms hopefully went out earlier this week. If you have not distributed them yet, they should go out as soon as possible. You’ll need to give parents and guardians at least 6 days to return the form before you begin surveying. (highlight data collection window and how it works relative to passive consent)
Each site should plan to survey as many youth as possible. We asked for 25 youth if possible and more is fine. Young people should have participated in your program at least 30 days since the beginning of the program year in order to take the survey.

18. Youth Motivation, Engagement, & Beliefs Survey
Upcoming steps:
Distribute consent forms
You will receive an from our survey system with a username and password to access our online system
Enter the online system and follow instructions
Webinar recording will be available as a guide!
Begin surveying Monday, April 3
Complete all surveys by May 31

19. Youth Motivation, Engagement, & Beliefs Survey
Plan procedure for administering surveys:
When? Where?
Group or individual administration?
Make list of participants
Start with list of students surveyed last year and add to it!

20. Attendee Module
Purpose: Collect participation data on all students who attended program during the program year.
Timeline: June 5 – July 31

21. Attendee Module Types of student data you will need to report:
School District Identifier (District ID#)
School District Name (Name)
School of Attendance Identifier (School ID#)
School of Attendance Name (Name)
Unique 10-digit Student State Identifier (SSID Number)
Student’s Unique District Identifier (Number) (Optional)
Student Last Name
Student Middle Name or Initial (Optional)
Student First Name
Student Date of Birth (MM/DD/YYYY format)
Student Grade Level (preset drop-down options)
Student Attendance – Summer 2015 (integer value)
Student Attendance – Fall 2015 (integer value)
Student Attendance – Spring 2016 (integer value)

22. Attendee Module What can I be doing now?
Current List of program enrollees
Attendance records are up to date
Locate 10-digit Student State Identifier (SSID) for each student
Grade Level and DOB too!
Identify District and School Building where each student attends school during the regular school day

23. Data Collection Recap LI Surveys: February 15 – March 31 APR
Report Summer 2016 data May 7- June 7 (state timeline)
Report Fall 2016 data June 16 – July 22 (state timeline)
Report Spring 2017 data August 1 – November 3 (state timeline)
Youth Surveys: April 3 – May 31
Attendee Module: June 5 – July 31

24. Data Collection Resources
Webinar Recordings for Data Collection Activities available at: px?_sm_au_=iVVQtnSFsjFVFknQ
Scroll down to Trainings
Leading Indicators Survey: Webinar Date 02/17/2017
Youth Motivation, Engagement, & Beliefs Survey: Webinar Date 04/11/2016
Attendee Module: Webinar Date 06/06/2016
APR Training: Webinar Date 11/24/2015

25. HelpDesk: WA21stcclc@air.org
Samantha Sniegowski
10 S. River Plaza, Suite 600
Chicago, IL
General Information: