wested.org. what will we discuss today? purpose preparation process and responsibilities student...

WestEd.org

Site Coordinator Training

2013-2014

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What will we discuss today?

PurposePreparationProcess and Responsibilities• Student Surveys• Parent Survey• Teacher/Staff Survey• Administrator Survey


How does SurveyWorks relate to my school?

SurveyWorks relates directly to the 7 functions of the Local Education Agency in the Basic Education Program (BEP).Surveys ask about:

• School Climate• Student Behaviors• Family and Community • School Resources• Teaching and Student

Achievement


What’s the purpose of SurveyWorks?

•Identifying school needs and strengths

•Providing actionable data for school improvement

•Complementing achievement, demographic, and compliance data.

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Important Dates for 2013-2014:

•Parent Opt-Out Process:

9/30/13-10/11/13

•Student, Parent, Teacher/Staff and Administrator Surveys:

11/12/13-12/13/13

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Schools intended data use*

• 81% of schools indicated they used the data for school improvement or other school wide plans.

• 77% of schools indicated that they used the data with faculty and staff

• 50% of schools indicated they used the data to inform faculty and staff professional development for the year

*Reported by Principals 2012

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What are your responsibilities before the start of the SurveyWorks Student Survey?

Coordinate parental opt-out process for Student Survey/complete Site Coordinator Checklist

Communicate with technology staff about requirements and capabilities

Inform school staff about the Student Survey protocol and provide staff proctoring the Student Survey with a list of

students who have opted out of the Student Survey. If no students have opted out, let survey proctors know that as well.

Schedule students to complete the survey

Maintain regular communication with SurveyWorks by monitoring your email for important

announcements.


SurveyWorks Student Survey

November 12-December 13, 2013

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What are your responsibilities during Student Survey implementation?

Fidelity of implementation

Protect students’ rights and confidentiality

Provide students with a support person


Breaking for Questions

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Student Survey Parental Opt-Out Process - Key Facts

•Passive consent •Opt-out period must last 2 weeks and must be completed prior to implementing the student survey

September 30, 2013– October 11, 2013

•Parents return opt-out form only if they do not wish their student to participate in SurveyWorks

•Available in English, Spanish, Portuguese, Khmer, and Lao

Coordinators must document the parent opt out process

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Site Coordinator Checklist

• Tool to help SurveyWorks site coordinators manage the implementation process

• Allows SurveyWorks team to know that the proper procedures for research involving human subjects are being followed throughout the state

• Is required to be completed prior to survey implementation

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Student Survey Opt-out Process

• Distribute Student Survey parental opt-out forms to parents on September 30, 2013.

• Distribute opt-out form and initial auto-dial notification (9/30/2013)

• Remind parents midway (10/7/2013) through opt-out period

• Keep paper copy of Student Survey in office, also available at www.surveyworks.ride.ri.gov

• Parents can deny permission through e-mail, in person, or by phone anytime

• Maintain a list of students whose parents have opted them out of the Student Survey. Also document if no opt-outs received

• Opt-out period lasts two weeks (Ends October 11, 2013)

• Two parent outreach efforts required during opt-out period

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When can administration begin?

Student Survey Access Cards, and

Teacher/Staff and Administrator Invitations

will only be mailed to schools after the

completed Site Coordinator Checklist,

student opt out list, and copies of any opt-

out forms received are returned to

SurveyWorks

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Ways Student Surveys Implemented

• Computer lab/library

• Classroom computer

• Rotated laptop carts through classrooms

• Set up laptops in gymnasium or cafeteria

• Traveled to another school

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Confidentiality

• Staff may read directions or items for students but cannot answer for them.

• Please alert staff they must keep knowledge of any responses they may see confidential

• During a break, have students turn off computer screen

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Student RightsStudents may…

• Skip any question

• Stop the survey at any time

• Opt-out of the Student Survey at the time

of administration even if parent has not

opted them out

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Accommodations

• SurveyWorks Student Survey available in English, Spanish, and Portuguese.

• Provide any accommodations called for in the IEP or under ELL services.

• Students who require a scribe to record responses should be excused from the Student Survey.

• Students with severe cognitive, emotional, or behavioral disabilities or vulnerabilities may be excused if school staff deem that participation may cause the student to become distressed.

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Safeguarding students’ well-being

• Some students may experience unanticipated emotional distress because of the sensitive nature of certain questions.• This is very rare but any occurrence must be taken

seriously

• Schools are required to provide a counselor or health prevention specialist during and after the Student Survey.

• Students may skip any questions.

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What happens when students take the survey?• Student Survey must be taken at school

• Completing a survey will direct the browser to a blank survey for the next student at the same level.

• Website: www.surveyworks.ride.ri.govClick on “Take a Survey”

http://www.surveyworks.ride.ri.gov/highschool

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What happens when students take the Student Survey?• Give each student a SurveyWorks Student

Access Card.

• Card enables student to start survey on access page.

• Do not create any list associating student names and card numbers.

• Each SurveyWorks Student Access Card is unique and cannot be reused.

• Student Access Cards should be destroyed after use.

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Sample SurveyWorks Student Access Card

ABC School

1234567SurveyWorks

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First Page of Survey (HS)


Frequently Asked Questions:•What happens if a student loses a SurveyWorks Student Access Card?

• Distribute cards only at the time of the survey. Provide another access card, on a limited basis.

•What if students need help with the URL?

• You can help a student enter by entering the correct website address

•What if I only have a few computers in my school?

• Let us know! We can help you work with your district and school technology offices to ensure success.


SurveyWorks Help Desk

Procedures/ProtocolResourcesFAQTroubleshooting

Help Desk Available Monday-Friday 8am-4pm at 1-877-787-5725

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What do I do next?

Receive (email), print, distribute Student Opt-out

Forms on 9/30/2013

Record process on Site Coordinator

Checklist

Allow two weeks for parents to opt out students. Send reminder materials

on 10/7/2013.

Return Site Coordinator

Checklist, any Parental Consent Forms that were

returned, and the list of students who have opted out to

SurveyWorks

Look for access cards in mail.

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Parent, Teacher/Staff,

and Administrator Surveys

2013-2014

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Students

Parents

Teachers & Staff

School Administrators

Comprehensive View of School from Key

Stakeholders

Comprehensive View of School from Key

Stakeholders


Survey implementation Dates:

•Parent, Teacher/Staff and Administrator Surveys: November 12th – December 13, 2013


Parent Survey

Designed to capture:• Family support for schools

and students • School support for families

to support children’s success as learners

• Family concerns and perceptions about learning, teaching, health and safety issues


Parent SurveyWho, Where, What and How?

•Where?• Paper or online option• Schools invite parents to

take survey by paper or online at

surveyworks.ride.ri.gov

•Who takes it?• Parents of any RI public

school students in grades PK-12

•What Languages?• English, Spanish,

Portuguese

•How will they know?• School announcements• Invitation• Community groups


Who takes Parent Survey?

• One parent (head of household) should complete only one survey per school.• If more than one child attends the same

school school, parent should respond only once and base responses on experience with oldest child


Parent Survey implementation

School principals chose to administer the Parent Survey as either a primarily paper or primarily online survey

This option applies only to the Parent Survey.

• Primarily online survey implementation Parents can request paper copies if needed.

• Primarily paper survey implementation Parents can still take the survey online if they choose to.


Parent Survey implementation

•Each school will have a unique code word for all parents at the school.•The SurveyWorks Parent Access Word is communicated through the survey invitation and reminder.


Getting parents access to computers

• Local library

• A school designated computer for parents

• Host pizza party or community night

• Offer childcare assistance

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Returning Parent Surveys (paper-version) to SurveyWorks

• Sealed in an envelope and returned to a drop-box at school

» Envelopes and paper Parent Surveys are provided to schools that elect the primarily paper option

• Mailed to SurveyWorks by school once all surveys have been collected.

• Must be post-marked by December 17th.

Teacher & Staff Survey

• Opportunity to advocate for staff needs

• Identify barriers to student achievement

• Shed light on teaching and learning challenges and successes


Teacher & Staff Survey:Who, Where, What and How?

• Where?• Online at

www.surveyworks.ride.ri.gov

• Who takes it?• Any paid staff member

who has direct instructional responsibilities with students at the school

• What Languages?• English

• How will they know?• School announcement• Invitation in teachers’

mailboxes• Reminders


Teacher & Staff Survey “Any staff member who has direct instructional responsibilities with the students. This generally includes:

» Teachers (FT/PT)» Librarians and media staff» Specialists (e.g., Special educators, ELL, reading

specialists, etc.)» Paid Instructional Aides and Instructional Paraprofessionals

• In some circumstances, this may also include speech pathologists, counselors, psychologists or social workers, if they have direct instructional responsibilities.

When?• Teachers and Staff will be asked to complete

the survey online between November 12-December 13, 2013.


Teacher & Staff Survey Access

•Teacher & Staff Survey can be taken on any internet connected computer or tablet

•Teachers and Staff will access the survey using a SurveyWorks Teacher/Staff Access Code

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Teacher & Staff Access Codes

•Schools will receive Teacher/Staff Access Code Invitations by November 12th.

» Folded & sealed» Addressed to site coordinator & principal

•Inform SurveyWorks if seals are broken and do not use

•Distribute one invitation per teacher or staff member on November 12th•Each invitation will contain a different Teacher/Staff Access Code associated with the school. Teachers and staff members should not share or reuse codes.


Teacher/Staff Survey Privacy

•Teacher and Staff Survey data will be reported in the aggregate at school level.

• Data for questions with fewer than 10 respondents will not be reported.

• Demographic and background data will not be reported at school level but aggregated to district level.

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Administrator Survey

• Capture perception of their students’ educational experience

• Address areas of the BEP• Gauge school climate, staff support, instructional

focus, professional development, resource needs and experience of student, family, and community engagement

• Identify health and risk behavior issues that impact student achievement


Administrator Survey: Who, Where, What and How?

•Where?• Online atsurveyworks.ride.ri.gov

•Who takes it?• Any school staff with

a supervisory role and no instructional duties

•What Languages?• English

•How will they know?

• School announcement

• Invitation in administrators’ mailboxes

• Reminders

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Administrator Survey

Who ?• School-based administrators

including» Principal» Assistant Principal» Any staff with a supervisory role

and no instructional duties.» Note that any staff with

administrative responsibilities who also have instructional responsibilities should take the Teacher/Staff Survey instead

• Contact SurveyWorks for eligibility questions

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Administrator Survey Access and Privacy

• Administrators will access the survey using an anonymous SurveyWorks Administrator Access Code contained on the Administrator Invitation

• Administrator Survey data will be reported in the aggregate by LEA or LEA classification.

• Data for questions with fewer than 10 respondents will not be reported.

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Administrator Access Codes

•Schools will receive Administrator Access Code Invitations during the week of November 4th.

» Folded & sealed» Addressed to site coordinator & principal

•Inform SurveyWorks if seals are broken and return

•Distribute one invitation per administrator on November 12th.

•Each letter will contain a different Administrator Access Code associated with the school. Administrators should not share or reuse codes.

Call Help Desk with Any Questions

(877) 787-5725

If Access Code… doesn’t work. is misplaced.

Privacy or Implementation questions.

Assistance in Spanish is also available.


Thank you!

You can reach our team at: [email protected]

Team members include: Natalie Lacireno-Paquet Susan Mundry Dan Mello Trevor Fronius Pamela MacDougall

Help Desk (877) 787-5725

wested.org. what will we discuss today? purpose preparation process and responsibilities student...

Documents

surveyworks student

student survey implementation

student survey parental

student survey protocol

survey implementation

student achievement

process slide

paper copy of student