1. Healthy Youth Survey 2018 Survey Coordinator Training

2. Training Steps 1. Please review each slide in this presentation
The sections follow your Survey Coordinator Checklist (online at or in your survey instructional packet)
2. Complete the Survey Coordinator Training Quiz
Located at
3. If you have any questions:
Call: HYS-7111, or
Healthy Youth Survey 2018

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

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
Schools from eligible “small” school districts can also survey 7th, 9th and 11th graders
Find out which grades your school is registered for at:
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

5. Steps for Administering the 2018 HYS

6. 1. Confirm Registration Online
An 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 , if you need your link.
Healthy Youth Survey 2018

7. 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

8. 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

9. 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

10. 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

11. 6a. Notify Parents & Students
Use the approved Parent & Student Information Letter
The Letter is available online at:
Available in English, Spanish, and multiple other languages
A sample of the Letter is on the next slide
Healthy Youth Survey 2018

12. Parent & Student Information Letter

13. 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
s using the approved 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

14. 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

15. 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
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

16. 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 , if you need your link.
Healthy Youth Survey 2012
Healthy Youth Survey 2018

17. 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 or call 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

18. 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

19. 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

20. 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

21. 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
Healthy Youth Survey 2018

22. 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:
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

23. 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

24. 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

25. 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

26. 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

27. 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

28. Any Questions? Visit the HYS website: www.AskHYS.net
Contact the State Department of Health:
1-877-HYS-7111 or
Contact Looking Glass Analytics:
Healthy Youth Survey 2018

29. Please complete the Training Quiz now!
To take the Quiz, go to: 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!