School Survey Coordinator Training My Voice, My School Surveys

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School Survey Coordinator TrainingMy Voice, My
School Surveys

• Chicago Public Schools (CPS)
• Consortium on Chicago School Research (CCSR)

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Overview of My Voice, My School Surveys
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A Theory of Essential Supports
Key Outcomes
Core organizational elements
where sustained improvements must occur
School Leadership
Student-CenteredLearning Climate
EnhancedStudentEngagement ExpandedAcademicLe
arning
Parent-Community Ties
Professional Capacity
Quality Instruction
Catalyst ForChange
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Impact of the Essential Supports

• Schools strong in 3 to 5 essential supports were
  10 times more likely to show increasing reading
  gains than schools strong in only 1 or 2
  supports.

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Where We Are in the Survey Process
You have sent us the above information via your
Area office Thank you!! Please verify
your selected survey dates on the sign-in sheet.
If you do not know your selected dates, please
ask your principal for the information and call
Velma Johnson at 773-553-2361.
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Where We are Going Survey Calendar
For Charter and Year Round Schools with early
Report Card Pick-up days, parent surveys only
will arrive at your schools at least 2 days prior
to your report card pick-up day
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Parent Survey

• 1- page, printed front and back
• 42 Items
• Answers are anonymous
• Avoid stray marks, folding the survey, or writing
  in the margins
• Parent comment section will be scanned and
  returned directly to principal parents should
  not use student names in this section
• INCENTIVES
• In each Area, 500 to the school with the highest
  response rate
• Parents may enter a raffle to win one of over 25
  prizes, including a 1,000 grand prize

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Parent Survey Process Materials

• The following materials will arrive in a box at
  your school on April 10, 11
• School Survey Coordinator Memo
• Parent Flyers (student enrollment 50)
• Teachers Letter (1)
• Parent Surveys ( student enrollment 20)
• Pencils (1/2 the number of enclosed surveys)
• Additional Surveys request form
• MSD faxback to confirm materials receipt
• MSD to faxback transmittal form to confirm survey
  completion and mailing
• Raffle tickets ( number of enclosed surveys)
• Mailing Label for Return
• Please notify your MSD or School Coordinator as
  soon as your materials arrive.
• If you are missing materials, please call Kristen
  Burton at 773-553-3849.

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Parent Survey Process Overview

• Prior to the Survey
• Check your materials against the provided packing
  list.
• Notify your MSD that you received survey
  materials via faxback form.
• Post My Voice, My School Parent Survey Poster in
  your school.
• During the week of April 9, send home enclosed
  parent survey flyers with students to notify
  parents of upcoming administration.
• Copy and distribute the enclosed Teacher Letter
  regarding the Parent Survey.
• Work with your LSC or other parent groups
• To get the word out to parents about the survey
• To recruit parent volunteers to facilitate
  administration on report card pick-up day.
• Work with student leadership groups
• Ask student ambassadors from student leadership
  groups at your school to facilitate survey
  distribution and collection on Report Card
  Pick-up Day
• Assign a portion of potential school winnings
  from the school survey incentive money to go to
  the Student Leadership group to fund a
  celebration if your school has the highest
  response rate in your Area.

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Parent Survey Process Overview

• Distribution
• Have extra parent flyers available for parents
  who want more information on the survey.
• Ask a parent volunteer, a student ambassador, or
  a staff member to hand out a survey and a pencil
  to parents as they enter the school OR
• Distribute the surveys to classroom teachers and
  ask teachers to make the surveys available to
  parents as they are waiting for their conference
  time.
• Administering the Survey
• Designate a space in the school in which parents
  may fill out the survey (e.g. the library,
  cafeteria or an unused classroom) AND/OR
• Ask parents to fill out the survey as they are
  waiting outside the classroom for their teacher
  conference. In this case, ask teachers to put a
  few desks in the hallway for this purpose.

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Parent Survey Process Overview

• Collecting the Survey
• Please ensure that the collection method for the
  surveys allows parents answers to remain
  anonymous.
• Have the same person who handed out surveys
  collect them at the door and put them in a closed
  box.
• Ask teachers to have a closed box available in
  their rooms and request that parents leave their
  surveys with their childs teacher.
• Returning Completed Surveys
• Please return all complete surveys by Thursday,
  April 26, 2007
• Repackage completed surveys only inside the box
  in which the surveys arrived
• Send the box to School Survey Project at 4720 S.
  St. Louis via CPS Mail Run 95 using the labels
  we provided.
• Notify your MSD that you have completed and
  mailed your surveys via the enclosed faxback
  form.

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Parent Survey Process Alternate Language
Versions

• Parent surveys are provided on scan-able forms in
  both English and Spanish. If you need additional
  Spanish or English Versions, you must request
  them via the enclosed form. DO NOT MAKE COPIES
  OF THE SPANISH OR ENGLISH FORMS.
• If your parents speak languages other than
  English and Spanish, alternate language versions
  are available on the REA website
  (http//research.cps.k12.il.us/cps/accountweb/)
  under the Accountability tab.
• Please print and copy the appropriate version.
  Parents may answer directly on the alternate
  language version.

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Getting a High Response Rate

• Use District provided resources
• Use and market the parent raffle as an incentive
  for parents to fill out the survey
• Send home parent flyers, put up parent survey
  poster, and post a notice on the school Marquee
  to get the word out about the survey
• Involve student and parent leadership groups in
  getting the word out and on administration day
• Ask the staff member responsible for check-in/out
  to note on the sign-in sheet whether the parent
  turned in a completed survey and
• Follow-up with parents who do not complete the
  survey by sending a copy of the survey home with
  their child AND/OR
• Offer a small incentive to students whose parents
  turn in the survey (e.g. a day out of uniform,
  homework pass, etc.) AND/OR
• Offer an incentive to the classroom with the
  highest response rate (e.g. pizza party or movie
  Friday).
• Offer a school-wide incentive if your school
  achieves the highest response rate per area. Use
  school winnings to fund this incentive.

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Student Survey

• 150 items
• 8 pages
• 4 versions 6-8th grade, 9/10th Grade 11th
  Grade 12th Grade
• Answers are confidential
• Avoid stray marks, folding the survey, or writing
  in the margins
• Student names are printed on the survey on
  peel-off stickers. Blank surveys must be used
  for students without pre-printed surveys.

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Student Survey Process Materials

• The following Student Survey materials will
  arrive at your school by April 10th or 11th
• Packing list
• Parent notification letters
• School coordinators instructions
• Teachers instructions for each homeroom/division
  teacher
• Student surveys
• Prepackaged by division/homeroom
• Appropriate foreign language, Braille, or large
  print versions
• Blank surveys with no pre-printed student name
• A supply of pencils
• Large white envelopes for each classrooms
  completed surveys
• 9x12 blue envelopes for return of Braille and
  large print surveys
• Pre-printed labels for survey return
• School Survey Transmittal form
• Please notify your MSD as soon as your materials
  arrive.
• Check the contents of the shipment against the
  enclosed Packing List. If you need additional
  materials, contact the Consortium on Chicago
  School Research, Survey Office at 773-834-3629.

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Student Survey Process Overview

• Prior to Administration
• Verify Administration Date with your principal
  he/she should have arranged for a long division
  (high school only) the day of administration
• Send Parent Letters home one week before
  administration
• Make a blank student survey available at the
  front desk for parents to view
• Distributing the Survey
• At Least 3 days prior to survey administration,
  Prepare and distribute teacher bundles teachers
  must review the materials at this point!
• One copy of Teachers Instructions
• Student Surveys
• Large white envelope for survey return
• A supply of pencils
• Distribute teacher requested special versions and
  blank surveys

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Student Survey Process Overview

• Administration Day
• Survey is administered one day during the week of
  April 30-May 4 during a 45 minute period
• Collection
• Surveys should be returned to the survey
  coordinator in the white envelope provided (the
  number of surveys should be written on the
  outside).
• Braille and large print surveys have their own
  individual blue envelopes for return to the
  survey coordinator
• Track the total number of surveys that are
  returned to you
• Return
• Pack the returned surveys in the boxes the
  surveys arrived in and attach the provided return
  labels put the boxes in the internal mail run
• Notify your MSD that you have mailed the surveys
  via the enclosed school survey transmittal form

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Student Survey Process Teachers Instructions

• Prior to Administration, Teachers should
• Review provided pack of surveys and obtain any
  necessary blank or special version surveys
• Review Survey Administrators Manual script.
• Know which students are not taking the survey, if
  applicable. (Parent/Guardian letter)
• During the Survey Session, Teachers should
• Identify student volunteer to help
  distribute/collect surveys
• Follow the survey script (page 4 of teachers
  instructions).
• (Elementary Only) Note special instructions for
  middle school students who have the same teacher
  for most of the day.
• Encourage students to answer questions as best
  they can.
• After surveys are complete, Teachers should
• Ask student volunteer to collect surveys,
  ensuring that if a special version was used, it
  is noted on the cover.
• Completed/used surveys ? large white envelope
• Braille/Large Print surveys ? placed in their own
  blue envelope
• Return all envelopes and loose unused surveys to
  the coordinator.

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Student Survey Process Special Versions

• Five special versions are offered for this
  administration
• Blank (with no student label), Braille, Large
  Print, Spanish translation, and Polish
  translation.
• Quantities of special versions appropriate to
  your school should be included in your survey
  box.
• If you need additional special versions, please
  contact the CCSR Survey Office at 773-834-3629
• The following instructions apply to special
  versions
• Blank (survey containing a label with no
  pre-preprinted student name)
• Teachers should report to SSC the number of
  students without an assigned survey SSC should
  assign a blank survey to these students
• Braille and Large Print
• Teachers should report to the SSC the number of
  students who need Braille or Large Print surveys
  SSC should assign a Braille/Large Print Survey
  and a blue envelope to these students
• Teachers should bubble in Braille or Large
  Print on the front cover of the students
  assigned standard survey version
• Students may respond directly in Braille and
  Large Print surveys
• Teachers should place the completed Braille/Large
  print survey and the students assigned survey
  together in the provided blue envelope and write
  Braille or Large Print on the envelope.
• Students with no assigned standard version survey
  should be assigned a blank survey
• Spanish and Polish Translations
• Teachers should report to the SSC the number of
  students who need Spanish/Polish Translated
  surveys SSC should assign a translated survey to
  these students
• Teachers should ensure that students bubble in
  Spanish or Polish on the front cover of their
  assigned standard survey version
• Students must respond in the standard English
  survey version
• Teachers should collect the standard English
  version of the survey containing the students
  answer translated versions may be discarded

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Surveys Checklist

• Parent Surveys
• Post Poster
• Discuss Administration plan for high response
  rate with your principal
• Notify MSD that materials have arrived (By April
  13)
• Check materials against packing list contact CPS
  for additional materials
• Distribute flyers to classroom teachers for
  students to take home to their parents (By April
  13)
• Copy and distribute teacher letter to classroom
  teachers
• Involve Student and Parent Leadership Groups
• Print any alternate language surveys needed by
  your school
• Administration Day (have parent flyers, pencils,
  surveys available0
• Conduct any planned follow-up
• Collect and Package completed surveys
• Return to CPS via mail run 95 by April 26

• Student Surveys
• Notify MSD that your materials have arrived (by
  April 13)
• Check materials against packing list contact
  CCSR for additional materials
• Check that your principal has scheduled a long
  division for one day during the administration
  period
• Distribute parent letters to division teachers
  for students to take home to their parents
• Keep a blank copy of the Student Survey at the
  front desk for parents who want to view
• Prepare and distribute teacher bundles (at least
  3 days prior to administration)
• Distribute teacher requested special versions
• Collect Student Survey materials from teachers
  and track the number of total surveys you receive
• Package Student Surveys using provided materials
• Return Student Surveys to CCSR via mail run 95
  by May 4

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Teacher Survey Materials

• Check survey materials
• Schools with both elementary and high school
  grades Teachers that instruct at both levels may
  choose which version of survey best applies.
• Schools with National Board Certified Teachers
  These teachers will have specific surveys with
  their names on peel-off stickers.
• Assistant principals receive teacher surveys
• If you need more surveys contact CCSR Survey
  Office 773-834-3629

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Teacher Survey Administration

• Arrange a faculty meeting
• Professional development day 4/13
• Pass out surveys and envelopes in the meeting
• 45 minutes to complete
• Collect surveys in sealed envelopes at the end of
  the meeting

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Teacher Survey Returns

• Can be returned with student surveys or
  separately
• Send by June 1
• Fax transmittal form to CCSR when sending
• Need 50 to receive individual school report

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Principal Survey

• Sent via mail run March 20th
• Can be completed in pen or pencil, not scanned
• Return in self-addressed stamped envelope by June
  1
• New school report for 2007

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Reporting Survey Results

• From CCSR
• Individual School Reports
• Postsecondary School Report
• New principal report
• From CPS
• Student Connection School Report
• Parent Survey School Report
• Parent Survey Parent Report
• School Scorecard

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Who Gets a CCSR report?

• Schools with at least 50 of teachers responding
  and/or
• Schools with at least 50 of students responding
• In 2005, 479 schools (81)

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Value of Your School Reports

• Knowing how your teachers and students perceive
  the school
• Comprehensive view
• Anonymous candid
• Focused areas of inquiry
• Methodologically sound scales

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For More Information

• CCSR Surveys
• Call the Consortium Survey Office at 773-834-3629
  or email ccsr-survey_at_uchicago.edu
• Survey information, actual surveys, examples of
  survey reports and more on our website
  ccsr.uchicago.edu
• CPS Surveys
• Call Research, Evaluation, and Accountability at
  773-553-2320
• Examples of surveys and survey reports are
  available on the REA website under the
  Accountability tab http//research.cps.k12.il.us/
  cps/accountweb/)