How the Heck Do We Contact Some of Our Former Students?

1. How the Heck Do We Contact Some of Our Former Students? Learn How States Are Finding“Hard-to-reach” Students forPost-school Outcome Data Collection! Presented by Robert ShepherdPotsdam Institute of Applied Research (PIAR)

2. Using New York State as An Example: Background • NYS Samples for Indicator #14 (6 year cycle) • Contracts with PIAR at State University of New York, Potsdam • The team at PIAR is responsible to: • Work with contacts at each District • Interview Exiters • Generate statewide, district, and other reports • Collaborate with NYSED staff to draft the APR and revise SPP as needed

3. NYS: The Potsdam Institute forApplied Research (PIAR) … • Runs an on-site central call center • Uses Excel and secure web-based databases • Subscribes to CASES survey software (fromUC Berkeley) to program the survey for phone interviewers and for web surveys • Processes survey data using Excel, SPSS, and locally developed tools

4. New York State Has Achieved Relatively High Response Rates (~65%) We believe this is primarily due to: • Strong assistance to District contacts • Availability of surveys in multiple formats (phone, web, mail), in multiple languages • Planning ahead and being creative • Persistence by staff once interviewing starts

5. Districts designate a primary contact for SPP#14. PIAR staff is responsible for informing District contact of tasks, tools, and deadlines. PIAR tracks each District’s progress and reminds and assists contacts as needed. PIAR compiles District-submitted information into a complete list of Exiters statewide: ALL Exiters ALL Demographics ALL Contact Info NYS: How PIAR Works with Districts

6. NYS: PIAR Informs Districts of Tools, Tasks, and Deadlines • Common sense directions are provided. • Submission tools are geared to a district staff’s technology skill level. • The variety of formats easily accommodates different working styles. • Personalized assistance is given in the use of tools and technology. • Message: “Don’t struggle; we’ll make it easy.” “Call or e-mail us for help!”

7. NYS: PIAR Develops a CompleteList of Exiters Statewide • ALL EXITERS: Everyone who should be included is included. • ALL DEMOGRAPHICS: • Gender • Disability type • Exit type • Ethnicity • Language preference of student (family helpful) • Accommodations needed to take part in the survey • ALL CONTACTS: • Multiple unique contacts (three requested) • Address, phone(s), e-mail, other • Bring up-to-date, then update and update again!

8. NYS: District/PIAR Notify and Inform Students and Families about SPP#14 • PIAR provides Districts with a sample Notification/ Consent letter to be personalized. • PIAR encourages District staff to use every opportunity to inform students and families: • What SPP#14 is and why it is important • Expect a contact about one year after exit • PIAR sends an informational letter and contact update sheet to students and families shortly before interviewing begins.

9. NYS: Opportunities to Inform Students and Families About SPP#14 • CSE/IEP meetings • Open House • Parent-Teacher meetings • Newsletters • Student Exit Summary meeting • Direct mailings: • At the start of the process (District) • Just before interviewing begins (PIAR and Districts use USPS “Return Address Service Requested”)

10. NYS: Surveys Are Available in Multiple Formats and Languages • Survey is available by phone, web, or mail. • All materials are available in English and Spanish. • Bilingual interviewers are available. • Help is available via a toll-free number, web, and e-mail.

11. NYS: Planning and Persistence by PIAR Staff Once Interviews Start • Call center is open 7 days a week from early morning through evening. • Interviewers make calls strategically across days of the week and hours of the day. • Prioritizing calls is managed using both high tech and low tech tools. • Staff make at least 15attempts to complete interviews.

12. NYS: Other Strategies • Interviewers know about SPP#14 and are prepared to use strategies to encourage Exiter participation. • Interviewers offer information (by county) about services that can help students succeed. • This not only “adds value” for the respondent, but it is actually a Transition intervention – getting information about services to youth approximately one year out of high school.

13. NYS: Other Strategies The sooner after school exit we attempt to contact Exiters, the more successful we are: • According to the revised Indicator, we must wait at least a year before contacting Exiters. • We collect the date of school exit as part of the Demographics. We began contacting 2008-09 Semester 1 Exiters in February 2010.

14. NYS: What if Contact Information Is Incomplete or Unproductive • District staff are asked to verify or provide new contact information: • Are any relatives of Exiter still in school? • A phone call from the District can verify the phone number and the validity of the interview call. • PIAR subscribes to a data mining service • Uses web searches (White Pages, Google, MySpace, etc.) • Interviewers sometimes are told “wrong number” or “they don’t live here anymore.” We verify, wait, and try again.

15. NYS: It’s about Relationships and Communication • Students and families who feel connected to their school – and feel they have open communication with District staff – will be more likely to respond to our inquiries. • Staff must build and sustain these relationships while youth are still in school. • Transition Services must demonstrate commitment to each student’s success. • Students prepared for Self Determination and Self Advocacy will be more likely to respond.

16. PIAR Contacts J. Patrick Turbett, Director Robert Shepherd, Field Coordinator Potsdam Institute for Applied Research 44 Pierrepont Avenue Potsdam NY 13676 piar@potsdam.edu 1-888-419-2697 Thank you for your time and attention.