08 On-Line Iowa Youth Survey

A d m i n i s t r a t i o n Pe r i o d : S e p t e m b e r 2 9 t h- O c t o b e r 3 0 t h, 2 0 0 8

08 On-Line Iowa Youth Survey Instructions for Administration

Use these instructions for administration

Administering the On-Line Iowa Youth Survey • 2008 • Revised 8-08

Iowa Youth Survey Sponsoring Agencies

Iowa Department of Public Health

Iowa Department of EducationDivision of PreK-12 Programs

Iowa Department of Human RightsDivision of Criminal and Juvenile Justice Planning

Training Manual Created by:

Ron Mirr, [email protected]

Revised 8-08 • 2008 • Administering the On-Line Iowa Youth Survey

Introduction:

Getting Started ....................................................................................4

Steps for Administration

Classroom Facilitator Checklist ...........................................................8Finishing the Survey ..........................................................................12What are Potential Problems? ..........................................................13Quick Reference: Who has the Answer? ..........................................14Final Census Form ............................................................................15Additional Sample Screens ................................................................16

Table of Contents

Important Reminder

Make sure that students who should not take the survey

do not participate!


On-LineGetting Started

This is the first time you will be conducting the Iowa Youth Survey using the Internet. It will be important to have all of the computers in the room ready for the students when they enter the room. Check with your technology staff to ensure that you don’t have any firewalls that will block access to the survey. On each machine, make sure you have the start page for the survey before the first group comes in.

The Iowa Department of Public Health will provide you with the sur-vey’s URL in September. An IT staff person in your district or other designated person should save this URL as a Favorite on each com-puter that will be used for the survey.

On the following pages you will find some of the screens that the students will see as they complete the survey on line. There are 7 sec-tions (A-G). At the top of each screen, there is a progress bar. Except for some of the basic information on the first page, students do not have to answer the questions to advance from screen to screen. They will have to select the “next page” button to move from screen to screen. Students can go back to a previous page by selecting the “pre-vious page” button.

Once students select the final “I am done with my survey” button, they will not be able to go back and change any answers.


On-LineScreen 1

On pages 16-22 you will see copies of some of the screens the stu-dents will see. The directions you need to follow for administering the survey begin on page 8.

Here is a copy of the first screen of the On-Line Iowa Youth Survey . To begin the survey, students select the “Next Page” button.


On-Line SurveySite Information

This is the second screen. Students MUST answer these questions in order to proceed. You will need to put the possible county codes, your district code, and the building number on the board for students to see. Have your group of students do this together and ask them NOT to move to the next screen until YOU have checked this information for each student. When they select “Next Page,” they will be taken to a page with instructions about the survey.

A list of the county codes can be found on page 23. You will be pro-vided with a list of district and building codes.


On-Line SurveyStudent Instructions

This is the next screen. Teachers should read these instructions out loud to all participants. To advance screens, they need to select “Next Page” at the bottom of the screen. They should NOT use the “Back” or “Forward” buttons on the tool bar.

This page also contains a field students MUST answer. In the box on this page, students must enter the survey ID number printed on the instructions sheet.

Additional sample screens are included on pages 16-22.


Prior to Administering the Survey, review these items...(Check boxes when completed)

q Make sure you know who the “IYS Contact Person” for your district is.

q Tape a piece of paper to each computer monitor so that it can be flipped down at the end of the survey to cover the monitor when each student is finished.

q The survey is strictly voluntary or the passive consent permission is not legal. Students may opt to NOT take the survey the day of the administration, or may stop taking the survey at anytime during the process.

q Other than the county/district/building information, no survey question is required to be answered.

q It is very important that all facilitators follow the exact same procedures by using the exact same instructions to students, otherwise the data will not be reliable statewide.

q When reading instructions to students, speak slowly and clearly, checking to make sure every child understands what to do and how important it is to take this survey seriously.

Prior to Administering the Survey, write exactly on the board...

q Students in our school may live in the following counties...(only write the county num-bers for you district’s county and the surrounding counties).

q Once the survey starts, monitors may NOT walk around the room or answer questions.

County Names County #1. 2. 3. 4. 5.

q The number for our school district is... (use your district’s 4-digit Department of Education issued number).

Insert district number here

q The building number for our schools is...(just list the one for the grade-level of the students you’re administering the survey to).

Insert building name here

Steps for AdministrationClassroom Facilitator’s CHECKLIST



Ask the students NOT to touch their computers when they come in the room and sit down. Before students use their computers, read exactly the following statements to the students you are monitoring:

q Thank you for taking the time to complete this survey. There are no “right” or “wrong” answers, but it is very important that you provide an honest answer to each question. It is important that every student has the opportunity to provide all the information contained in this survey. However, if you find questions in this survey that you would prefer not to answer or cannot answer truthfully, please leave them blank. In all other instances please select the one response that comes closest to your honest answer to each question. Your answers should be based on what you think is really true, not what you think is the way it should be or what you think is the most pleasing answer.

q Do not spend a lot of time on any one question, but please read the instructions that appear in the boxes before each section and read each question carefully. If you have any difficulty answering a ques-tion, move on to the next question. After you have completed all other questions, return to questions you did not answer.

q The confidentiality of your responses is assured because there is no way anyone will be able to connect your answers with your name. Your answers will be combined with the answers from all the other students, and this combination of answers will be used to help design and implement programs that will benefit the students in Iowa’s schools.

q Please relax, and answer the questions honestly without any concern regarding the confidentiality of your answers. If all of us do the best we can do, then all students in Iowa should benefit from your partici-pation in this survey.


Ask the students to look at their computer screens. Then give the following instructions to the stu-dents prior to starting:

q “We will do the first 3 questions together. The first question is about the county in which you live. On the board I have writ-ten the names of the counties our students could live in along with the corresponding county number. For question #1, enter the number for the county in which you live. Make sure to enter both digits.”

q “Question #2 is about this district. For this question you should enter the number for our district. I have written the correct number on the board. Our number is __ __ __ __. Make sure to enter all 4 digits.”

q “Question #3 is about this school. For this question you should enter the number for our building. I have written the correct number on the board. Our number is __ __ __ __. Make sure to enter all 4 digits.” (All public schools will have the first number be a “0.” All private schools will have the first number be an “8.”). If stu-dents have not entered information for all 3 questions, they cannot advance in the survey.

q “Recheck to make sure you have the correct numbers in the boxes. When you do, please select “Next Page.” You will then complete the remainder of the survey on your own. The ques-tions are on many separate screens. To advance to the next screen, select “Next Page” at the bottom of each screen. Until the final screen, you can use the “Previous Page” button to return to a previous page to change any answers that you need to change or to answer any questions that you skipped. Do NOT use the “Back” or “Forward” buttons in the menu bar or your answers will not be entered.

To complete the survey, choose “I Am Done With My Survey” on the final screen. Once you have selected this button you will NOT be able to go back and change any answers.

When you are finished, please flip the paper down over your monitor and wait quietly for other students to finish. Remain silent and do NOT look at other students’ screens. You may now begin.”



During survey completion:

q Please monitor carefully so students don’t observe other stu-dents’ responses.

q Do NOT walk around the room or near the students. We need for students to feel that all of their answers are completely confi-dential.

q If you notice any students who seem distressed by the survey, notify the school counselor after the test period is over. Be sure to keep that information confidential.

q If a student needs to quit the survey, shut off their monitor . Af-ter all student have completed the survey, return to the comput-er and close out of the survey. All previous screens will be saved.

After survey completion, when all students are finished and have selected the “Done” button:

q Thank them again for their participation.

After students have left the room:

q Make sure each computer screen is on the start page.



Important Reminder

•Makesurethatstudentswhoshould not take the survey do not participate!

Completion Checklist

On the Day of the Survey:

q Fill out the Final Census Form (page 15) and fax it to Linda McGinnis at 515-281-4535.

Steps for AdministrationFinishing the Surveys


Avoiding Problems

• Thesurveyisvoluntary.Studentsmustbeallowedtooptout.Besureall survey administrators understand this.

• Provideareliablewaytotrackstudentswhodonotwishtotakethesurvey or whose parents have returned the Refusal to Participate Form, making sure that they don’t participate inadvertently.

• Havealistofnamesateachschoolthatincludesthenamesofallstu-dents who will NOT participate in the survey.

• Allowadequatetime(atleast2-3weeks)betweenparentreceiptofthe approved information letter and the survey date, to give parents enough time to review the survey and have their questions/concerns answered.

• Conductthesurveywithinthetimeframerequested.Itisimportantthat all participants in this pilot respond to the survey during the same timeframe to mirror the triennial survey as closely as possible.

• Considergetting“activeconsent”fromparentswhosechildrenwillbereceiving some kind of assistance to take the test, such as having the test read to them. That may help avoid upset parents after the fact.

• 6th graders (or other students) may have trouble with the reading level of the survey. The test administrator or other volunteers may read the survey questions to the students. The test administrators and other volunteers should not give advice on how to answer the questions.

• Iftherearestudentsforwhomyouwillneedtoreadthequestionsoutloud, consider having these students in a separate room.

• Ifstudentsrunoutoftime,askstudentstoclick“NextPage”untilthey reach the final page.

• DoNOT rely on battery power for laptop computers. Please ensure laptops are plugged into a power source.

• Ifthesurveyfailstoloadorsays,“Pagecannotbedisplayed,”checkyour internet connection. Every computer must be connected to the Internet in order to work.

Steps for AdministrationWhat are Potential Problems?


Quick ReferenceWho can help?For answers to general questions regarding the 1999, 2002, or 2005 Iowa Youth Surveys or final reports, contact:

Linda McGinnisPrevention Consultant


PH: (515) 281-5444E-Mail: [email protected]

DeAnn DeckerBureau Chief of Substance Abuse Prevention

and TreatmentE-Mail: [email protected]

For information related to the On Line Iowa Youth Survey contact:

Linda McGinnisPrevention Consultant



For information related to school legalities and school related-concerns contact:

Cyndy EricksonConsultant

Iowa Department of Education


Thank you for your participation and commitment to listening to the voices of youth and helping the youth in your community.


When you have completed the On-Line Iowa Youth Survey Pilot, please complete this form and fax it to Linda McGinnis (515.281.4535).

District Name:

Contact Person:

Contact Person’s Phone:

Contact Person’s E-mail:

Date(s) of On-Line IYS Pilot:

IP Address:

Total Student Enrollment

Actual number of students completing

the survey online

6th grade:

8th grade:

11th grade:

Final Census Form


On-Line SurveyDemographics

The next screen has basic demographic information. Students will see information at the top of each screen to let them know how far along they are.


On-Line SurveySample Screens

There is a progress bar located at the top of each screen to let stu-dents know how many more screens are left to complete the survey.


On-Line SurveyFinal Screen

This is the final screen. The student can still return to previous screens. Once they select “I Am Done With My Survey,” however, they will NOT be able to change any of their answers.


On-Line SurveyCounty Codes

Adair County .................................1Adams County ...............................2Allamakee County .........................3Appanoose County ........................4Audubon County ...........................5Benton County ..............................6Black Hawk County .......................7Boone County ................................8Bremer County ..............................9Buchanan County ........................10Buena Vista County ....................11Butler County ..............................12Calhoun County ..........................13Carroll County .............................14Cass County .................................15Cedar County ...............................16Cerro Gordo County ....................17Cherokee County .........................18Chickasaw County .......................19Clarke County ..............................20Clay County .................................21Clayton County ...........................22Clinton County ............................23Crawford County .........................24Dallas County ..............................25Davis County ...............................26Decatur County ...........................27Delaware County .........................28Des Moines County .....................29Dickinson County .......................30Dubuque County .........................31Emmet County ............................32Fayette County ............................33Floyd County ...............................34Franklin County ..........................35Fremont County ..........................36Greene County ............................37Grundy County ............................38Guthrie County ...........................39Hamilton County ........................40Hancock County ..........................41Hardin County .............................42Harrison County .........................43Henry County ..............................44Howard County ...........................45Humboldt County .......................46Ida County ...................................47Iowa County ................................48Jackson County ...........................49Jasper County .............................50

Jefferson County .........................51Johnson County ..........................52Jones County ...............................53Keokuk County ............................54Kossuth County ...........................55Lee County ...................................56Linn County .................................57Louisa County .............................58Lucas County ...............................59Lyon County ................................60Madison County ..........................61Mahaska County .........................62Marion County ............................63Marshall County ..........................64Mills County ................................65Mitchell County ...........................66Monona County ..........................67Monroe County ...........................68Montgomery County ..................69Muscatine County .......................70O’Brien County............................71Osceola County ...........................72Page County .................................73Palo Alto County .........................74Plymouth County ........................75Pocahontas County .....................76Polk County .................................77Pottawattamie County ................78Poweshiek County .......................79Ringgold County .........................80Sac County ...................................81Scott County ................................82Shelby County .............................83Sioux County ...............................84Story County ...............................85Tama County ...............................86Taylor County ..............................87Union County ..............................88Van Buren County .......................89Wapello County ...........................90Warren County ............................91Washington County ....................92Wayne County .............................93Webster County ...........................94Winnebago County .....................95Winneshiek County.....................96Woodbury County .......................97Worth County ..............................98Wright County .............................99

I owa Yo u t h S u r ve y • 2 0 0 8 • Revised 8-08

08 On-Line Iowa Youth Survey

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