Getting Ready for Round III: The SPF SIG Community Survey

1. Getting Ready for Round III: The SPF SIG Community Survey NM SPF SIG Recipient Meeting November 4, 2009

2. Overview • Review the broad protocol • Administering the survey at the community level • Filling in your own protocol

3. CLI announcements • CLI will be due again this February • Plan your data gathering accordingly: s/he who is entering CLI data should likely not be involved in supervising data collection.

4. WHY REVIEW the SURVEY AGAIN ??!! • The NM SPF SIG community survey is a unique creation that is based upon the cooperation of state and local actors. • New Mexico has particular social and geographic qualities that make for this style of surveying. • It requires that all these actors have a clear understanding of their roles. • In order to successfully reproduce this effort, everyone must be on the same page.

5. ….WHY ?? • 2008 survey was very successful for community and state-level data: need to reproduce that success. • Better data overall • Sustainability: there is a community-wide and statewide “culture” around successful data collection for the future. • Individual protocols are also required to ensure human subjects protection, meaning some oversight by PIRE and the state.

6. The Big Picture • 5 data collection groups • Group1: Programs located in Albuquerque (not including UNM COSAP) • Group 2: Programs for whom MVD recruitment has worked well • Group 3: Programs for whom MVD recruitment did not work well in 2007, and developed better recruitment strategies in 2008. • Group 4: Predominantly Native American Communities • Group 5: UNM COSAP

7. Data Collection Methods: same as 2008 • Recruitment for On-line survey • Locally: Use of recruitment cards in strategic locations, including recruitment information in utility bills, and direct email invitations • State level: hoping to include in MVD renewal notices • Recruitment for paper and pencil survey • Paper surveys completed in person or other method

8. Review and update protocols from 2008 Stick with what was successful. Do not change your final SEW protocol too much, unless enhancing on your successes. Use the same target numbers as last year, but remember that more data is always better than less data (Target #s should be on last year’s protocol). Turn into PIRE (Martha or Liz) before Thanksgiving (by November 25). Committees in SEW review protocols and provide suggestions for enhancement.

9. Who are we Sampling? • NM residents • 18 and over (especially targeting18-24) • This includes: • Spanish speaking • Parents • Elderly • Undocumented & non U.S. Citizens • All race/ethnicities • Etc.

10. Where do we find them? • The MVD • The local library • The community college, university • Local employers • Post office • Jury pools • Sporting events • Walmart and other local businesses • PTA meetings • Utility bill recipients • Etc.

11. The Time Line • November 4: Training and working on data collection protocols • November 25: Protocols are due to PIRE • December: Protocols will be reviewed by the SEW • January: Training for data entry • February 1: Data collection/recruitment will begin • February-March: Program managers and PIRE will be contacting programs for updates on progress. • February 15: CLI data are due • March 31: Data collection will end • April 15: Data file submitted to PIRE

12. Information available to you • The State Level Protocol • The Data Collection Template • Instructions for completing the DCT • Protocol for Survey Administration • A person to ask questions to when in doubt • A weekly update beginning on February 9, of the # of on-line completed surveys by SITE ID

13. Additional materials for you: • The Community Survey for Paper and Pencil (English & Spanish) • The Community Survey for Internet (English & Spanish) (to take on-line) • Codebook for the Paper and Pencil Survey • Data Entry Template • Data Tracking Form • All documents found on the NM prevention website, also accessible through PIMS • http://www.nmprevention.org/NM_SPFSIG_Documents.html

14. And last but not least: • Recruitment cards with your SiteID printed on them (English) • Spanish recruitment cards (you fill in the site ID) • Information notices for paper and pencil surveys (Take Home Rights) (English & Spanish) • NOTE NEW Toll-Free Number on documents.

15. Paper and Pencil Survey Administration • First: • Determine where administering paper and pencil surveys has worked best? • Get permission to administer surveys in those locations

16. Walmart: Very Important! • To get permission, you must: • Provide Natalie Skogerboe the exact locations of the stores where you would like to recruit and the dates you intend to recruit by November 24.

17. LESSONS LEARNED Start as early as you can. Do not assume that you will get your numbers later in the month. Consider the weather! Plan to have staff prioritize surveying over other prevention activities. Do not hand over surveys to volunteers or others who have not been directly trained. If you anticipate monolingual Spanish or Navajo speakers, try to have someone who can read or interpret the survey for them.

18. The Day Of… • Have sufficient paper surveys printed and ready to go (i.e., site IDs entered, location, information page attached, English & Spanish versions, someone who speaks Spanish, etc.) • Have clipboards & pens for people to use • Have Take Home Rights cards • A good box with a lid for collecting completed surveys (we want people to feel safe in responding honestly to the questions) • Any incentive you decide to use

19. Who to Approach • It Depends: • How crowded is it? Can you survey everyone or just some? • How many people are helping you with this effort? • How long do you have to do it? • How many surveys are trying to complete?

20. Who to Approach • If you are in a crowded location: After one person has completed the survey, count the next 5 people who enter and approach the 6th person. After s/he completed the survey, count 5 people and approach the 6th person. Each person surveying can use this same strategy. • In a non-crowded location: approach everyone.

21. Who to Approach • Keep in mind your own biases. Do not just approach women, or older people, or Latinos, or whatever. Using a random sampling strategy will help with this. • Consider oversampling 18 to 24 year olds and think about locations where you may have access to this age group.

22. Using Recruitment Cards • Use these in strategic locations to get the best response rates • Where are best places in your community to distribute cards? • Ideally, you don’t want a long time lag between getting the card and access to a computer. • We caution against using recruitment cards at the same time as trying to collect paper and pencil surveys

23. DON’Ts • DON’T just give recruitment cards to people to hand out without an understanding of where & how they will be distributed. • DON’T do anything without first checking to see if you need permission. If you’re going to leave cards on car windows in the parking lot at the local community college, check with the Dean of Students ahead of time to make sure this is okay.

24. DON’Ts • DON’T recruit at a site not listed in your approved plan without permission from your local evaluator and PIRE. • DON’T be afraid to ask questions.

25. DO’s • DO keep in mind that you are representing your prevention agency and OSAP. What you do reflects on the state. • DO make sure people read & understand the “consent” page. • DO give participants Take Home Rights after they complete the paper and pencil survey. • DO find extroverts to help you recruit. • DO work with your local coalitions for assistance.

26. Training is really, really, really important!!!!! (Scripts in English and in Spanish are posted on-line and are useful when training others on how to approach prospective respondents.) Make time for it.

27. Fill in your own data collection protocol Each program has the last version provided to the SEW in 2008 Get started today if you can We prefer a digital form over handwritten for easy editing THANKS!

28. Final Thoughts, Questions, & Comments • Ask questions & seek help • Report problems as you go – your program manager and PIRE are your allies in your being successful. • Stay on top of things

29. Wrap up • Remember that the data collection protocol should be submitted to PIRE by Nov. 25. • Programs without approved protocols can not collect data in February.

30. Contact Info: • Martha Waller • 919-265-2631 • mwaller@pire.org • Liz Lilliott • 505-765-2330 • lilliott@bhrcs.org Most FY10 documents can be found at http://www.nmprevention.org/NM_SPFSIG_Documents.html