2016
HEALTHY YOUTH SURVEY 2016
SURVEY COORDINATOR TRAINING
Training Steps
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 survey instructional
packet)
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 2016
Purpose of This Training
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After completing this training, you will:
 Have the information needed to successfully implement the
2016 HYS
 Understand the IRB requirements for notifying parents and
students, and protecting students’ anonymity
 Fulfill the Survey Coordinator training requirement
Healthy Youth Survey 2016
Importance of Representative Results
4
 HYS should be administered so that every student in your
school who is in grades 6, 8, 10 or 12 can participate

In 2016, 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 2016
2016
Steps for Administering the
2016 HYS
1. Confirm Registration Online
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 An email to confirm your registration information was sent
August 15th 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 at:
www.AskHYS.net/Form/RegUpdates by September 9th
 Once your registration is correct, confirm online at:
www.AskHYS.net/Form/RegConfirm by September 9th
Healthy Youth Survey 2016
2. Receive Survey Instructional Packet
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 HYS 2016 survey materials will be sent in 2 separate
mailings.
 First you will receive a packet of instructional materials by
September 12th:




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 2016
3. Inform Office Staff
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 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 2016
4. Select the Survey Date and Time
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 Work with school administrators to set the
survey the administration date during the week
of October 10th – 21st
 Take into consideration days on which groups of
students may be missing due to:




Field trips
Sports
Band
Other
Healthy Youth Survey 2016
5. Arrange an Alternate Activity
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 Plan an alternative activity for students who are
not participating in the survey:

For example, silent reading at their desk
Healthy Youth Survey 2016
6a. Notify Parents & Students
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 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:

Removing the optional questions on 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 2016
Information for Parents & Students Flyer
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6b. Notify Parents
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 Parents need to be notified by September 26th 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. This method is strongly
recommended!
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 2016
6c. Notify Students
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 Students need to be notified by September 26th 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 2016
6d. Notify by Website
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 Schools with active websites need to post information
about the 2016 HYS and include a link to the
Information for Parent & Student flyer by September
26

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
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6e. Verify Notification
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 Once all parent and student notification steps (6a-6d)
are complete, verify online by September 26:

Go to: www.AskHYS.net/Form/Notification, select your school and
fill in the required information

Survey Booklets will not be shipped to your school until online
verification of student notification is done
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7. Receive Box of Survey Materials
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 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
healthy.youth@doh.wa.gov 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 2016
8. Prepare the Survey Materials
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 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
•
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9a. Create Sets of Materials
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 Create a set of survey materials for each classroom
administering the survey, including:

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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
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9b. Create Sets of Materials
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 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-AB) 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 sexual orientation, behavior or abuse
questions (don’t remove the answer sheet)
Healthy Youth Survey 2016
9c. Create Sets of Materials
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 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@doh.wa.gov
Healthy Youth Survey 2016
10. Train Teachers to Administer HYS
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 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 2016
11. Notify Students Again
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 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 2016
12. Inform Teachers about Students
on the Opt Out List
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 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
 Students can also opt out of the survey.
Healthy Youth Survey 2016
13. Deliver the Survey Materials
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 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 2016
14. Pick Up the Survey Materials
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 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
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15. Mail Completed Surveys
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 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
28th.
Healthy Youth Survey 2016
Any Questions?
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 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 2016
PLEASE COMPLETE THE
TRAINING QUIZ NOW!
To take the Quiz, go to:
www.AskHYS.net/Registration/CoordinatorTraining
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!