2
1. Please review each slide in this presentation
 The sections follow your Survey Coordinator Checklist
(online at www.AskHYS.net/Administration or in your box of survey materials)
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: healthy.youth@doh.wa.gov
Healthy Youth Survey 2014

3
 Have the information needed to successfully implement the 2014 HYS
 Understand the IRB requirements for notifying parents and students, and protecting students’ anonymity
 Fulfill the Survey Coordinator training requirement
Healthy Youth Survey 2014

4
 HYS should be administered so that every student in your school who is in grades 6, 8, 10 or 12 can participate

In 2014, schools from eligible “small” school districts can also survey 7 th , 9 th and 11 th 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 2014

6
1.
 An email to confirm your registration information was sent September 2 nd to the:




Person who registered the school
Survey Coordinator
Back-Up Survey Coordinator
Principal
 Work with your Principal and Back-Up
Coordinator to review the registration confirmation email and reply if there are changes needed by
September 8 th
Healthy Youth Survey 2014

7
2a.
 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:

Using enhanced surveys - asking the sexual orientation question only, or asking the 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
Healthy Youth Survey 2014

8

9
2b.
 Parents need to be notified by September 29 th 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
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
Healthy Youth Survey 2014

10
2c.
 Students need to be notified by September 29 th 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 2014

11
2d.
 Schools with active websites need to post information about the 2014 HYS and include a link to the Information for Parent & Student flyer

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

12
3.
 Check the box(es) of survey materials to make sure everything is there
 Review the Survey Coordinator Checklist and
Guidelines
 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 2014

13
4.
 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
Healthy Youth Survey 2014

14
5.
 Work with school administrators to set the survey the administration date during the week of October 13 th – 17 th
 Take into consideration days on which groups of students may be missing due to:




Field trips
Sports
Band
Other
Healthy Youth Survey 2014

15
6.
 Plan an alternative activity for students who are not participating in the survey:

For example, silent reading at their desk
Healthy Youth Survey 2014

16
7.
 Make sure you have the right survey forms

•
•
For 6 th Grade:
Use Form C
7th graders in “small” schools also take Form C

•
•
•
•
For 8 th /10 th /12 th Grade(s):
Use Form A and B if not asking any sexual orientation, behavior or abuse questions
Use Form A-Enhanced and B if asking optional sexual orientation question only
Use Form A-Enhanced and B-Enhanced if asking optional sexual orientation, behavior and abuse questions
9 th and 11 th graders in “small” schools take the same forms as that school’s 8 th /10 th /12 th grade (s)
Healthy Youth Survey 2014

17
8a.
 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
 Contact DOH if you need any additional materials:
1-877-HYS-4111 or healthy.youth@doh.wa.gov

18
8b.
 In 6 th grade classrooms:

Use the green Form C
 In 8 th , 10 th and 12 th 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
* Form A-enhanced is the same as Form A with one additional question
* Form B-enhanced is the same as Form B with five additional questions
Healthy Youth Survey 2014

19
8c.
 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
Healthy Youth Survey 2014

20
9.
 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
Healthy Youth Survey 2014

21
10.
 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 2014

22
11.
 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 2014

23
12.
 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 2014

24
13.
 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 2014

25
14.
 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 24 th .
Healthy Youth Survey 2014

26
Any
?
 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: susan.richardson@lgan.com
Healthy Youth Survey 2014

27
To take the Quiz, go to: www.AskHYS.net/Registration/Training
The link to the Quiz is at the bottom of the webpage.
The Joint Survey Planning Committee greatly appreciates your assistance in coordinating the Healthy Youth Survey!
Healthy Youth Survey 2014

To take the Quiz, go to: www.AskHYS.net/Registration/CoordinatorTraining
The link to the Quiz is at the bottom of the webpage.
The Joint Survey Planning Committee greatly appreciates your assistance in coordinating the Healthy Youth Survey!