HEALTHY YOUTH SURVEY 2016 SURVEY COORDINATOR TRAINING

Training Steps Healthy Youth Survey 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

Purpose of This Training Healthy Youth Survey 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

Importance of Representative Results Healthy Youth Survey  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 7 th, 9 th and 11 th 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

Steps for Administering the 2016 HYS

1. Confirm Registration Online Healthy Youth Survey  An to confirm your registration information was sent August 15 th 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: by September 9 th  Once your registration is correct, confirm online at: by September 9 th

2. Receive Survey Instructional Packet Healthy Youth Survey  HYS 2016 survey materials will be sent in 2 separate mailings.  First you will receive a packet of instructional materials by September 12 th :  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

3. Inform Office Staff Healthy Youth Survey  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

4. Select the Survey Date and Time Healthy Youth Survey  Work with school administrators to set the survey the administration date during the week of October 10 th – 21 st  Take into consideration days on which groups of students may be missing due to:  Field trips  Sports  Band  Other

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

6a. Notify Parents & Students Healthy Youth Survey  Use the approved Information for Parents & Students flyer  The flyer is available online at: ◦ 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

Information for Parents & Students Flyer 12

6b. Notify Parents Healthy Youth Survey  Parents need to be notified by September 26 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. 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

6c. Notify Students Healthy Youth Survey  Students need to be notified by September 26 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

6d. Notify by Website Healthy Youth Survey  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  You can use additional methods to notify parents and students, like automated telephone messages or , but they do not replace the required methods Healthy Youth Survey 2016

6e. Verify Notification Healthy Youth Survey  Once all parent and student notification steps (6a-6d) are complete, verify online by September 26:  Go to: select your school and fill in the required informationwww.AskHYS.net/Form/Notification  Survey Booklets will not be shipped to your school until online verification of student notification is done Healthy Youth Survey 2016

7. Receive Box of Survey Materials Healthy Youth Survey  Survey booklets and additional administration materials should arrive by October 3 rd  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

8. Prepare the Survey Materials Healthy Youth Survey  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 Forms A and B 9 th and 11 th graders in “small” schools also take Forms A and B Healthy Youth Survey 2016

9a. Create Sets of Materials Healthy Youth Survey  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 Healthy Youth Survey 2016

9b. Create Sets of Materials Healthy Youth Survey  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  Remove the 2 nd 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)

9c. Create Sets of Materials Healthy Youth Survey  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: HYS-4111 or

10. Train Teachers to Administer HYS Healthy Youth Survey  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

11. Notify Students Again Healthy Youth Survey  Repeat an announcement to students the day before the survey:  In an assembly OR  In the classroom where the survey will be administered

12. Inform Teachers about Students on the Opt Out List Healthy Youth Survey  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.

13. Deliver the Survey Materials Healthy Youth Survey  Distribute sets the of survey materials to the classrooms on the day of survey  Make sure the survey administrators have everything they need

14. Pick Up the Survey Materials Healthy Youth Survey  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

15. Mail Completed Surveys Healthy Youth Survey  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 28 th.

Any Questions ? Healthy Youth Survey  Visit the HYS website:  Contact the State Department of Health: HYS-7111 or  Contact Looking Glass Analytics:

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!