2021 Survey Coordinator Instructions - HKCS and YRBS

Thank you for coordinating the Healthy Kids Colorado Survey (HKCS). Your school has classrooms that have been randomly selected to participate in a different survey module for the Youth Risk Behavior Survey (YRBS). These classrooms will receive paper surveys mailed to your school. Please review these step-by-step instructions with linked resources for administering the survey in your school and ensure the correct materials are given to the appropriate classrooms. If you have any questions please reach out to us at CSPHSurveyTeam@CUAnschutz.edu.

Everything You'll Need for Administration

Please remember that some classrooms will receive the online HKCS survey, while other classrooms will receive paper surveys for their administration. Please follow the instructions and guidance below to coordinate both survey modes. All linked materials and instructions can also be found in this document. If you have any questions or concerns, please reach out to CSPHSurveyTeam@CUAnschutz.edu.

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1

First Steps – ASAP

Fill out the Survey Coordinator Registration Form (in your Portal)

In this form, you will share the following:
- School student enrollment
- Selected survey date(s)
- Whether your school will survey all students (census) or select classrooms
  - Regardless of what you choose, please submit your class list to CSPHSurveyTeam@CUAnschutz.edu.
  - Find guidance for filling out a class list here.

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2

3-4 Weeks PRIOR to Survey Date(s)

Your class list will be returned to you via CSPHSurveyTeam@CUAnschutz.edu. Our team will run a random selection and choose which classrooms will participate in the HKCS Online Survey, and which will receive the YRBS Module with paper and pencil surveys.

If you have not received your class list back, please email CSPHsurveyteam@CUAnschutz.edu as soon as possible.
Inform teachers that will administer the survey in their classrooms. Your class list will clearly state which teachers are participating in which survey (HKCS or YRBS).
- Here is a teacher notification email template that you can customize and send to teachers (at least 2 weeks prior to our survey date) that includes:
  - HKCS Online Classroom Teacher Instructions OR YRBS Paper Classroom Teacher Instructions.
  - Parent/Guardian Consent Letter with instructions and Google Form template for teachers to track parental opt-outs.
We recommend meeting with each teacher (virtually or in-person) to go over the survey process prior to the survey date. At the very least, make sure all teachers have read your email.

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3

2 Weeks PRIOR to Survey Date(s):

Ensure Parent/Guardian Consent Letter has been given to teachers to send, via email or parent portal, to all parents of students in their classrooms.
Remind teachers to review their Teacher Instructions with you before the survey date(s).

FOR HKCS ONLINE CLASSROOMS: Receive your school’s TEST survey link, which is ONLY for you to check firewall settings and ensure there are no technology-related barriers. Please do not share with students.

FOR YRBS PAPER CLASSROOMS: Receive your packet of paper surveys and booklets for selected classrooms.

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4

2-4 Days Before Survey Date(s):

Remind all teachers:
- Of the upcoming survey day(s)
- To collect student names with parent opt-outs so they do not participate in the survey
  - Send a second teacher reminder email template you can customize and send to teachers
  - FOR HKCS ONLINE CLASSROOMS: This email contains a space to insert your school’s unique survey link that teachers will distribute to students on their survey day.

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5

Day of the Survey:

Be available for your teachers to reach out with any issues.
Call 303-724-8865 if you experience any technology issues with the survey.
Email CSPHSurveyTeam@CUAnschutz.edu if any classrooms need to make up the survey.
FOR YRBS PAPER CLASSROOMS: Collect sealed envelopes of paper surveys and Scantron bubble sheets. Ensure you have collected envelops from all YRBS designated classroom. Ship completed surveys back to the CSPH Survey team using the included return label.