Site Coordinator Training 2013-2014

1. Site Coordinator Training 2013-2014

2. What will we discuss today? • Purpose • Preparation • Process and Responsibilities • Student Surveys • Parent Survey • Teacher/Staff Survey • Administrator Survey

3. How does SurveyWorksrelate to my school? • SurveyWorksrelates 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

4. What’s the purpose of SurveyWorks? • Identifying school needs and strengths • Providing actionable data for school improvement • Complementing achievement, demographic, and compliance data.

5. ImportantDates 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

6. *Reported by Principals 2012 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

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

8. SurveyWorksStudent Survey • November 12-December 13, 2013

9. What are your responsibilities during Student Survey implementation?

10. Breaking for Questions

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. Student Rights • Students 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

18. Accommodations • SurveyWorksStudent 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.

19. 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.

20. Breaking for Questions

21. 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.gov • Click on “Take a Survey”

22. What happens when students take the Student Survey? • Give each student aSurveyWorks 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.

23. Sample SurveyWorksStudent Access Card ABC School 1234567 SurveyWorks

24. First Page of Survey (HS)

25. 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.

26. SurveyWorksHelp Desk • Procedures/Protocol • Resources • FAQ • Troubleshooting • Help Desk Available Monday-Friday 8am-4pm • at 1-877-787-5725

27. What do I do next?

28. Breaking for Questions

29. Parent, Teacher/Staff,and Administrator Surveys2013-2014

30. Comprehensive View of School from Key Stakeholders

31. Survey implementation Dates: • Parent, Teacher/Staff and Administrator Surveys: November 12th – December 13, 2013

32. 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

33. 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

34. 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

35. 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.

36. 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.

37. Getting parents access to computers • Local library • A school designated computer for parents • Host pizza party or community night • Offer childcare assistance

38. 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.

39. Teacher & Staff Survey • Opportunity to advocate for staff needs • Identify barriers to student achievement • Shed light on teaching and learning challenges and successes

40. 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

41. 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.

42. 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 SurveyWorksTeacher/Staff Access Code

43. 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.

44. 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.

45. 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

46. Administrator Survey: Who, Where, What and How? • Where? • Online at surveyworks.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

47. 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

48. 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.

49. 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.

50. 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.