1. Southern Regional Education Board 1 Preparing for the 2012 Middle Grades Surveys Mike Ross Consultant, HSTW & MMGW S.W. Ohio Susanne Davis HSTW Assessment Coordinator, Ohio

2. Southern Regional Education Board 2 Topics Covered What are the MMGW Surveys? Administration Nuts & Bolts Best Practices for Successful Surveys

3. Southern Regional Education Board About the MMGW Surveys MMGW is a research-based school improvement model Required of MMGW sites in even- numbered years Administered to 8th-grade students to collect data on entire middle grades experience Administered to all teaching staff to collect teacher’s views on improving student achievement 3

4. Southern Regional Education Board Examples of How Schools Use the Results Identify improvement needs Gain support for school improvement Engage the entire faculty in school improvement Set priorities and goals for school improvement Improve classroom practices 4

5. Southern Regional Education Board What are the Surveys? In previous years: Middle Grades Assessment (“MGA”) included NAEP-referenced subject tests in reading, mathematics and science New for 2012: Reading, mathematics, and science tests have been discontinued. Two components remain: Student Survey Teacher Survey

6. Southern Regional Education Board 6 Student Survey New for 2012 – online survey! Eighth-grade students School and classroom experiences Based on MMGW Key Practices

7. Southern Regional Education Board 7 Teacher Survey Online survey! School and classroom experiences School mission High expectations and extra help Guiding and supporting students Curriculum content and engaging students in learning Transitions Leadership and professional growth

8. Southern Regional Education Board 8 Middle Grades Survey Reports Mailed to schools by May, 2012 Report PDF file on CD Student survey results Teacher survey results

9. Southern Regional Education Board Teacher Survey Report Format 9

10. Southern Regional Education Board New Student Survey Report Format (tent.) 10

11. Southern Regional Education Board 11 MMGW Student and Teacher Surveys Administration Nuts & Bolts

12. Southern Regional Education Board 12 2012 Student and Teacher Survey Window February 6 – March 2 (4 weeks) Plan ahead to get the best results!

13. Southern Regional Education Board 13 Conducting the Survey Process Ordering Preparing Administering

14. Southern Regional Education Board 14 Submit orders to your Regional Office by: October 28, 2011 Do NOT order online! Do NOT send order to SREB! The good news : There is no cost to your school! HSTW SWO pays for both surveys! Ordering the Surveys

15. Southern Regional Education Board 15 Ordering Information Needed from You Previous participation in a Middle Grades Assessment Name, phone and email for the MMGW survey contact person (will be receiving materials through summer 2012!) Complete shipping address (no P.O. boxes) Principal’s name, phone and email Number of students to be surveyed and sampling method Estimated number of teachers to be surveyed

16. Southern Regional Education Board 16 You must survey 100 randomly selected eighth-grade students OR your entire eighth-grade class if smaller than 100. If you choose to survey more than 100, they must be chosen at random (unless it is your entire eighth-grade class). A cancellation fee may be charged if you do not conduct both the student and teacher surveys. Other Ordering Information

17. Southern Regional Education Board 17 Preparing for the Surveys Review administration materials immediately Available at www.sreb.org beginning October 3, 2011 Also, a link will be included in the order confirmation email sent upon placing an order Set timeline for preparation and administration

18. Southern Regional Education Board Preparing for the Surveys Administration Materials include: Survey Instructions Student Survey Teacher Survey Student Roster Form Random Sampling Instructions Checklist 18

19. Southern Regional Education Board 19 Sample Timeline

20. Southern Regional Education Board 20 Identify Students to be Surveyed Select one of two possible selection methods: 1.RANDOM SAMPLE of 100 (or more) eighth grade students - OR - 2.ALL eighth grade students Select a true random sample by using the instructions provided. You must also select five alternates at random. Preparing for the Surveys

21. Southern Regional Education Board Other Tips for Selecting Students Only include currently enrolled eighth-grade students. Students can be considered exempt if their IEP exempts them from state testing. Same accommodations provided for state assessments should be provided for this survey. 21

22. Southern Regional Education Board 22 Random Sampling Options What is a “random sample”? How do you draw a random sample? Two options: 1.a random number table OR 2.Excel (to generate random numbers)

23. Southern Regional Education Board Random Sampling Random Selection - every time a selection is made, every student on the list has an equal chance of being the one selected. Selection Bias – anything that contaminates or distorts the process. 23

24. Southern Regional Education Board 24 Group Activity Random Sampling Procedures: Option #1 – Random Number Table 1.Develop a list of all eligible students (delete names of students who moved or have IEP’s stating they may not participate). 2.Number the remaining names of students on the list 3.Use the random number sheet to select students, starting with column one and working down. 4.The table provided works for classes of up to 350. For larger classes, obtain a larger random number table from SREB. 5.Add student names to the roster until you have the appropriate number.

25. Southern Regional Education Board 25 Random Sampling Demonstration: Option #2 – Excel 1.Develop a list of all eligible students (delete names of students who moved or have IEP’s stating they may not participate). 2.Number the remaining names of students on the list. 3.Copy your student list into Excel. 4.Type =RAND() into each cell of the column to the right of the student names. This command will insert a random number in that cell. 5.Use the Excel sort function to sort your list into random order.

26. Southern Regional Education Board Preparing for the Surveys Notification Notify students, parents and teachers Provide information on Surveys and/or schedule informational meeting Refer to your Board of Education policy where applicable 26

27. Southern Regional Education Board Preparing for the Surveys Scheduling Identify assistants Schedule dates, times & locations All students will need access to a computer Use a computer lab and schedule students in “waves” Include make-up sessions Schedule date, time and location for teacher survey All teachers will need access to a computer 27

28. Southern Regional Education Board 28 Administering the Surveys Review Arrangements Confirm dates, times, locations and assistants Remind students, teachers and parents

29. Southern Regional Education Board 29 Administering the Surveys Complete the Student Roster Include names of all participating students Include details about students who may not have completed the entire survey Keep fully completed roster on file with school testing records for five years. Also give one copy to the principal.

30. Southern Regional Education Board 30 Administering the Student Survey February 6 – March 2, 2012 Schedule early in the window! Use a computer lab. Schedule students in groups. Survey is untimed. Allow about 1 hour. Most will need 30-45 minutes. Supervise the session using scripts. You may answer questions about the content and intent of the questions, as long as you do not provide the answers or sway students’ responses.

31. Southern Regional Education Board Administering the Student Survey Schedule make-up sessions. The survey must be taken on school grounds under adult supervision. 31

32. Southern Regional Education Board 32 Administering the Teacher Survey February 6 – March 2, 2012 Schedule early in the window! Include all full- and part-time classroom teachers 6 th -8 th RECOMMENDED – Administer during a staff meeting or other function to guarantee completion. Use computer lab. Allow one hour, minimum. Most teachers will need 30-45 minutes. Surveys are anonymous Teachers shared by MMGW and HSTW sites should take the HSTW version.

33. Southern Regional Education Board Administering the Teacher Survey Detailed instructions will be provided, including: Sample letter to teachers Survey and log-on instructions Teachers must enter the correct five- digit MMGW site code. 33

34. Southern Regional Education Board Idea Exchange What are some of the most useful or effective things your site has done (or plans to do) in preparing for and administering the MMGW Student and Teacher Surveys? 34

35. Southern Regional Education Board 35 Deadline All Student and Teacher Surveys must be completed and submitted online by March 2, 2012. The good news: Nothing to return by mail !

36. Southern Regional Education Board 36 Dates to Remember Survey Orders to Regional Office October 28, 2011 Administration materials available online by October 3, 2011 Administer the Student Surveys February 6 – March 2 Administer the Teacher Surveys February 6 – March 2 CD-PDF site reports mailed May, 2012

37. Southern Regional Education Board 37 Common Mistakes to Avoid 1.Missed deadlines Scheduling surveys and make-ups late in window 2.Site code errors wrong code or no code site code  zip code ! 3.Lost items student roster 4.Incomplete student information incorrect demographic information

38. Southern Regional Education Board 38 Make the 2012 MMGW Surveys a Success! Communication Letters to students and their parents Announcements to faculty and staff Cooperation Importance of the Surveys to the school’s improvement goals Importance of students, administration and faculty taking it seriously Handling make-up work Cooperation from teachers whose classes might be interrupted by the Surveys

39. Southern Regional Education Board 39 Make the 2012 MMGW Surveys a Success! Encourage all students to do their best. Build enthusiasm Be honest – explain how this helps the school and future students Make students feel special for participating in the Surveys and thank them for their participation

40. Southern Regional Education Board Recommended Next Steps to Get Started 1.Place order. 2.Download and review materials from www.sreb.org (Oct. 3). 3.Assemble a small planning team. 4.Schedule dates, times, locations. 5.Announce preliminary plans to faculty and staff. 40

41. Southern Regional Education Board 41 Contact Information Susanne Davis, HSTW SW Ohio msdavis1225@cinci.rr.com (513) 677-5641 Missy Kramer, HSTW S.W. Ohio kramer@hstw.org (513) 619-2330 Fran Cowart, SREB fran.cowart@sreb.org (404) 879-5611 Jordan Hertl, SREB jordan.hertl@sreb.org (404) 879-5575