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Coordination

Directions for District Coordinators

  1. Create a system for each school to:
    1. Send and receive parental consent. We recommend using your district’s Learning Management System (Canvas, Blackboard, Power School, etc.) and/or mass communication system (google forms, google docs, google classrooms, class dojo, remind, robo-calling, robo-texting, postal service, school lunch distribution sites, etc.).
    2. Carefully track which students do not have permission to participate in the survey and make certain those students do not receive access to the survey link.
    3. Deliver (usually via email, but also via other web-based options, see above) school-specific survey links to:
      1. The school coordinators and/or classroom teachers who will be sending the student survey links to only students with permission to take the survey.
      2. All school staff.
      3. All school parents/guardians.

  2. Identify and train School Site Coordinators on the following:
    1. The importance of the survey data.
    2. The district and/or school system for sending parental consent forms and verifying consent.
      1. Once school site coordinators have identified which classrooms will be participating in the CHKS, they will need to notify the teachers. Teachers may not be directly involved in the distribution of consent letters or collection of refusals; however, they may be asked to respond to questions by parents or students. They will need to know what to do in case they do receive a refusal form.
      2. School site coordinators should provide classroom teachers with a list of students that cannot take the survey because their parents declined participation.
    3. The process for how URLs will be distributed (see above) and how to make certain students without consent have an alternative activity.
      1. For in-person survey administration, the school site coordinator should provide all classroom teachers/survey proctors with teacher instructions and proctor instructions, including the Introductory Script and the Assurance of Confidentiality agreement.
    4. The importance of signing and collecting the assurances of confidentiality.
      1. For in-person survey administration, both schools and students must feel confident that every reasonable effort has been made to protect their privacy. All classroom teachers/survey proctors should sign the Assurance of Confidentiality Agreement. This reinforces the proctor’s obligation to protect student privacy and can be shown to parents or administrators to demonstrate the commitment to confidentiality.
    5. The importance of ensuring students know who and how to contact an adult at school (counselors, nurses, or teachers) if any of the survey items bring up concerns or needs for the students.
    6. The system for collecting the paper copies of the parent survey, organizing them by classroom and by language and returning them with parent permission slips, and assurances of confidentiality to the district office.

Directions for School Site Coordinators

  1. Send, record, and verify parental consent according to the district system.

  2. Inform staff and parents about the three surveys.

  3. Provide classroom teachers with:
    1. A list of students that cannot take the survey because their parents declined participation.
    2. The process for how URLs will be distributed (see above) and how to make certain students without consent have an alternative activity.
    3. The site-specific URLs for students, staff, and possible parent/guardian.
    4. For in-person survey administration, the school site coordinator should provide all classroom teachers/survey proctors with the teacher instructions, proctor instructions, Introductory Script, and Assurance of Confidentiality agreement.

  4. Make certain classroom teachers and students know who and how to contact an adult at school (counselors, nurses, or teachers) if any of the survey items bring up concerns or needs for the students.

  5. Be available to troubleshoot connection issues and any other logistical issues that might come up for students and staff.

  6. Collect the assurances of confidentiality.

  7. Collect the paper copies of the parent survey, organizing them by classroom and by language.

  8. Return the materials such as parent surveys, parent permission slips, and assurances of confidentiality to the district office.

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