GASPS Data Collection Webinar Highlights & Reminders

1. GASPSData Collection Webinar Highlights & Reminders

2. How to Use This Slide Set • This slide set is a supplemental tool - a template for GASPS providers to use as they train their CPAW and other stakeholders assisting in the data collection process. The slide set is not intended to substitute the protocols available online at www.ga-sps.org. Please review the online materials thoroughly! • You are encouraged to add your data collection plan, timeline, and other information relevant to your site in this slide set as well.

3. Recruitment of Sample • Consider a wide variety of venues to collect your sample. • Try to recruit a balanced/ diverse sample (i.e. gender, ages, race/ethnicity.) • Be prepared to seize the moment by having surveys for each age range. Whether younger or older, encourage them to complete a survey for the appropriate age group. Do your absolute best to collect your sample size within the time allotted. If you experience difficulty with one or more age groups, please keep your RPS/Coach informed via ECCO and MPR. Also document your challenges for your Needs Assessment report.

4. Data Collection Material Checklist • Survey booklets • Electronic devices for web-based surveys* • Online survey invitations • Blue or Black pens • Clipboards • Large manila envelopes • Survey Tracking forms • Consent forms (youth, parent, adult) • Best Practices Information Sheet • Survey question guide for each survey (9-17; 18-25; 26+) • GASPS Survey Protocol These are the items that should be brought to every recruitment site: *optional

5. Survey Administration • Complete the surveys (both paper and web) to become familiar with the questions and to answer questions. • Review the Survey Guides for each survey to help you clarify questions that may come up. • DO NOT print or make copies of the English surveys. • Bring several copies of consent forms for respondents who request a copy. • All surveys are be completed in blue or black INK.

6. Consent Forms • Regardless of method (paper or web), a consent is required from EVERYONE! • Youth surveys need active parental consent or inactive parental consent. • State strongly recommends to use active parental consent for 9-10 year olds • Use Youth Assent to obtain permission from youth to take surveys • Adult surveys, to include Law Enforcement Survey, obtain written or verbal consent. • Give respondents a copy of consent form if they request it (can give a blank form).

7. Paper Survey Reminder Although it says “County,” please be sure to ONLY include the name of the assigned city/town or zip code where the data is collected. Write in the 4-digit code that you received from your RPS • The should be completed by the proctor or person collecting the data. • Consider having this section taped onto the clipboard(s) to remind data collectors of how to correctly complete . Write in your Region #

8. Survey Tracking • Use the survey tracking form to record the # of paper surveys distributed or the number of web-based surveys given ON SITE. Do not record web-based invitation codes given out.

9. Data Management • Provide a large manila envelope for each survey site. • On the outside of the envelope include the following: • Agency/provider code • Region • Assigned Community Information (i.e. Town/City or Zip Code) where the data was collected. • For confidentiality purposes, have a second envelope solely for the Consent forms and the other for the completed surveys. • Place all completed surveys in the manila envelope. • Submit the envelope with the surveys and Tracking Form Region: Provider Code: Assigned Community:

10. Best Practices for Administering Surveys • Administer surveys consistently across all sites. • You are permitted to read the survey to respondents with low literacy and have them fill in their responses. • Let participants know that there are no wrong or right answers. • Inform them to answer to the best of their abilities and if they do not know the answer to a question or do not want to answer the question, they can skip that question. • Do not ask their age, ask if they are in age range-For example “Are you between 9-17 years?” • If giving incentives, distribute after surveys are completed. • Give participants privacy to complete the surveys.

11. Web-Based Surveys • Two ways to administer the Web-based surveys: • Can be given on site using an electronic device (e.g. ipad, tablet, laptop) • An invitation code given out for respondents to complete at a later date

12. Onsite Web-Based Administration • When web-based surveys are given onsite, direct respondents to age the appropriate survey. • The consent form is the first screen of the survey. • For the 18-25 year old surveys, participants 21 and older will not complete the entire survey and will exit early (this will be reflected on the screen). • When participants complete the survey the last screen should say, “Thank you for completing the survey.” • Be sure to capture the required information on the Survey Tracking Form.

13. Sample Web-Survey Business Card Invitation 1 You are invited to share your opinions and attitudes about alcohol as part of a statewide alcohol prevention program. Using the URL below, please click the 18-25 link. Invitation Code: 1234 Tells the respondent what the survey is about. The URL for the respondent to type into their browser. The Invitation Code is your 4-digit assigned Provider Code. Indicate the date that you would like for the respondent to complete the survey. Refer to the Survey Administration Protocol for more information that you may want to include. 3 2 http://www.prevention.uga.edu/homepage/polllistpublic.asp Please complete by May 30, 2012 4 This is simply an example. You can also include your provider information (i.e. logo, email, etc.) as you see fit.

14. Spanish Tools Spanish administration tools are available online at http://www.ga-sps.org/SPF-STEPS.html.

15. Non-English Speaking • Providers working with non-English speaking respondents, the following applies: • Obtain consent using a consent form translated in the respondent’s appropriate language. • Administer the survey to the respondent in their appropriate language. • Once surveys have been completed by respondents someone from the agency needs to transfer the responses to an English survey because the scanners cannot read a survey in another language besides English. • Only send the completed English surveys to your RPS.

16. Alcohol Retail Availability Tool • Select between 10-20 retail outlets to observe (10 for smaller communities, 20 for larger) and check yes or no for ways you see alcohol being represented in these outlets. Examples include: • Convenience Store • Gas Station • Bar/Club • Restaurant • Hotel/Lounge • Supermarket • Only observations are being made. You do not have to buy anything. If not feasible, you do not have to go in. • Some communities get permission first to walk around, others just go in—use what works in your community. • Document any limitations you have collecting the minimum (i.e. the town/city only has 5 retail outlets in the area.)

17. Promotion • Search print/online materials/Walk, drive around and visit in the assigned communities to identify alcohol promotion. • Check yes or no for the different ways you see alcohol being promoted in your community. • Write any observations about the target population (i.e. race, age. Also, consider noting the SES of the community. • For each category, keep good documentation of the number/places where observations were made. • If there are places in your community where alcohol is sold by the glass/bottle, look for the type of promotions offered (i.e. happy hours; discounts). [Note: These type of locations will also show up on your Retail Availability Tool.]

18. Promotion and the Media

19. Law Enforcement Tools • Select 5 law enforcement officers—anyone who enforces the law (can be county officer, sheriff, security guard, school officer, etc.). • Have them complete the survey or you can complete this as an interview. Be sure to capture their words.