STUDENT ASSISTANCE
LIAISON
ONLINE QUARTERLY
REPORTING
Guidance On Understanding and Completing the
Quarterly Reporting Form
Online Reporting
 Online reporting provides
 Data from both SAP Mental
Health and Drug Alcohol
services
 Timeliness in gathering
data
 Standardizing of data
collected
 Timely access to outcomes
for program planning
2
Looking Back
Combined effort
of PDE, OMHSAS, BDAP
Began on July 1, 2008
All counties and providers required to register
Report writer features added in September, 2009
What We Have Learned
 How people interpret the
questions affects the data
recorded
 Liaison duties vary from
county to county which
affects access to information
needed to complete form
 Standardized definition of
terms is critical to uniform
reporting of data
4
Objectives
Clarify purpose of each section
Provide standardized definitions of terms
Answer frequently asked questions
on completing the quarterly reporting form
Discuss changes to the reporting form for the
2009-2010 reporting year
Page 1: Background Information
How are assessments to be defined for the purpose
of the quarterly reporting? (Questions 1-a)
~Only comprehensive assessments (not screenings or
pre-assessments) are recorded
Who should be included in the number of students
referred for assessment?
~ Not actual number completed
~ Referred only
Page 1: Background Information
(continued)
What happens when both MH & D&A
do separate assessments on a student
from a single referral?
~Both liaisons count the assessment when
they enter their data.
Page 1: Background Information
(continued)
 What is to be recorded for the
Co-Occurring Assessment
question? (Question 1-d?)
~A Co-Occurring Assessment is not
the same as a student receiving
a joint assessment from a drug
and alcohol liaison and a mental
health liaison.
~A Co-Occurring Assessment is not
the same as a student receiving
individual assessments from both
a drug and alcohol liaison and a
mental health liaison.
~A Co-Occurring Assessment is a
specialized assessment done
only by a liaison trained to
provide this assessment.
Pages 2-5: Assessment Results
On pages three, four and five of the form: the section
“Intervention Group” in the 2008-2009 report now reads
“Intervention” and the word “group” has been added to the
sub categories of School Based and Community Based.
This section is based on the FINAL ASSESSMENT
Only record each student once in the 2a section based on
the student’s primary problem
In the 2b section a student may be entered into as many of
the categories that apply
Pages 2 -5: (continued) Assessment
Results
Do I only report the outcomes of an assessment (starting with
question 2a) in the current quarter if the initial assessment
was done in a previous quarter?
~Yes, the initial assessment should have been recorded in
the quarter it occurred. The outcome should be recorded in
the quarter it took place i.e. the student was assessed in
December, but did not access services until January. In this
example, the student’s assessment would be recorded in the
quarter including December. The outcome would be
recorded in the quarter including January.
Pages 2-5: (continued) Assessment
Results
 Secondary Problem category:
What if none of the categories
listed fit the results of my
assessment—for example
academic reasons, etc.
 What is to be included in the codependency category?
~ If a student’s secondary problem
does not fall into one of these
categories do not include the
student in Section 2-b.
~ Students who are exhibiting
maladaptive or compulsive
behaviors learned in order to
survive in a relationship with a
chemically addicted individual
or with a person with mental
illness i.e. skipping school
frequently to make sure a
parent with a mental illness or
chemical dependency issue is
okay.
Pages 2-5: (continued) Assessment
Results
Question 3 refers only to students whose assessment
resulted in a primary referral for drug and alcohol
related services.
Question 4 refers only to students whose assessment
results in a primary referral for mental health
related services.
Question 5 refers only to students whose assessment
results in a primary referral for co-occurring related
services.
Pages 2-5: (continued) Assessment
Results
 Do I only record services that the
student received as a result of
the assessment and not those
already being received?
~ Yes. If a student is already
involved in a service prior to
your assessment, do not include
it in this section.
 If I do a pre-assessment and the
student goes on to another
agency to have a full assessment
I often do not know the results of
the full assessment. How would I
answer Question 3?
~ It is strongly recommended that
there be a system developed to
be able to collect follow up data
from the student or family. This
can be done either by getting
information from the SAP team
or signed releases of
information from the guardian
and/or student.
Pages 2-5: (continued) Assessment
Results
When I refer a student to a non-treatment program, how do
I indicate this on the report?
~These programs might fall under any of the three
categories under Intervention: School-Based Group,
Community Based Group, or Other Support Services.
As the D&A liaison do I only fill out question 3 and
skip 4 & 5?
~You will fill out the charts that most closely match the
referral results of your assessment - i.e. if you are a D&A
liaison and the outcome of your assessment is a referral for
a MH assessment, you would record this on Question 4.
Page 6: Referral Outcomes
Question 6: Record total number of students who
were admitted to at least one recommended
intervention or treatment option.
Question 7: Record total number of students who
were not admitted to at least one recommended
intervention or treatment option.
Question 8: Record, by category, reasons students
were not admitted to at least one recommended
intervention or treatment option.
Quarterly Supplemental Report
Changes
The Supplemental Report will no longer be a separate
report for the 2009-2010 reporting year
The questions previously presented in the Supplemental
Report have been moved to alternate areas of the
reporting forms.
The question “Number of liaisons that have been trained this
quarter” is now presented to the private provider when
initiating the reporting process for a new quarter.
The questions referring to the number of core teams and
parent/teacher consultations have been moved to page six
of the reporting form and will be collected on an
institutional basis instead of aggregated as was done in the
2008-2009 reporting year.
Quarterly Supplemental Report
Changes (continued)
Consultation includes when a SAP liaison meets with an
administrator, principal or other school staff related to a
student who has or has not yet been referred to the SAP
team.
The definition of a core team consultation is:
~ attendance at a SAP team meeting
~ consultation with one or more SAP team members outside
of the regularly scheduled meeting
The definition of a parent-teacher consultation is:
~ discussion with a parent and/or teacher about a student’s
needs or areas of concern. This can be in person, via phone
or email.
Quarterly Supplemental Report
Changes (continued)
What should be recorded under the question:
“Number of liaisons trained in this quarter?”
~Total number of liaisons who participated in a core
team training provided by a Commonwealth Approved
Trainer.
~This does not include other training that a SAP Liaison
may have received during the quarter.
Quarterly Report Due Dates
October 31, 2009
(Quarter 1: July1-September 30)
January 31, 2010
(Quarter 2: October 1-December 31)
April 30, 2010
(Quarter 3: January 1-March 31)
July 31, 2010
(Quarter 4: April 1-June 30)
Questions?
Need technical support?
~ Help desk number: 814-262-0715
General questions?
~ Contact your regional SAP coordinator