Kentucky Youth One Year Out Former Student Interview (YOYO) Interviewer Training 2010 Kentucky Post School Outcome Study Human Development Institute University of Kentucky www.kypso.org
Welcome to the Webinar! • We are Beth Harrison and Tony LoBianco of the Human Development Institute, University of Kentucky (HDI/UK). • We are contracted by the Kentucky Department of Education/Division of Exceptional Children Services (KDE/DECS) to assure that post school outcome data are collected, analyzed, and reported. • We will be conducting today’s webinar. • In addition to Tony and I, Judy Johns also works with the Kentucky Post School Outcome Center (KyPSO) • Let’s get started!
Connecting Email Invitation Online Registration
PARTICIPANTS LIST Q&A CHAT BOX
Attendee Tools • Invite is not an option for attendee’s. • Call My Phone will call the number listed when you registered. • Merge My Phone will merge your name and phone (use if these two are listed separately).
Attendee Status • You can change your status in two places: • Click on the smiley face to the right of your name in the participant box • Click on the smiley face below the participant box • Status options are shown.
Speaker Options • Control the volume of: • Listen will raise or lower the volume of the entire conference call. • Talk will raise or lower the volume of your phone’s microphone • There is also a mute option that will mute only your phone.
Phone/Speaking Status • Blue – connected, not speaking • Green with lines – speaking • White, red null sign - muted
Chat Box • Enter text in bottom box, can send to: • Everyone • Presenters • Selected Participants (select or multiple-select from participant list) • Click Send
Q&A • Allows you to submit a question to presenter. • Presenter’s response can be only to you, or to the entire group. • After submitting a question, return to the Q&A to see presenter response.
Purposeof this Module The purpose of this training is to provide Youth One Year Out (YOYO) Interviewers with information regarding the purpose of the YOYO and to assure that it is conducted in the appropriate manner.
Anticipated Outcomes YOYO Interviewers will understand : • what the YOYO is • why collecting post school outcome data is important • importance of their role in data collection • the role of the YOYO in the overall Kentucky Post School Outcome Study (KyPSO) • how to access the interview on-line • different strategies to employ for students who may need assistance in completing the YOYO
Being a Youth One Year Out Interviewer
Being a YOYO Interviewer is a Big Responsibility • You are collecting data that tells us about the post school outcomes of former students with disabilities across Kentucky • The information you collect will be compiled and reported to districts, the state, and federal governments • Important decisions will be made based on these reports and recommendations. • The information you obtain can helps future students be more successful after high school. It may even help the very student you are talking with! • Remember, you may be the last person from the school to ever speak with this former student again! So, it is important to show the FS you care about her/him and what is happening now that they are on their own.
Protecting Confidentiality • As a YOYO Interviewer, you will be accessing personal information about former students • As a Youth One Year Out Interviewer you are trusted with protecting the confidentiality of the former students interviewed as well as the information you obtain from them.
Protecting Confidentiality • Youth are protected by ensuring that all personal information about them is confidential. • All paper and electronic information containing personally identifiable information must not be available to anyone outside of school personnel with designated access. • Never leave YOYO materials in a public place (e.g. leaving your computer screen open to a former student interview). • Never allow unauthorized persons to look at them. • Notify your supervisor if you lose any confidential materials. • Never talk about who you interviewed or what they say. Potsdam Institute for Applied Research (PIAR) at State University New York (SUNY) Potsdam and the National Post-School Outcomes Center, Eugene, Oregon, (funded by Cooperative Agreement Number H324S040002) with the U.S. Department of Education, Office of Special Education and Rehabilitative Services.
Collecting This Data Will Help Us Answer Questions Like These: • For students who are successful, did school help and how? • For students who aren’t successful, was there something school could have done differently/better? • What kinds of supports do young adults need most after high school? • What changes are needed to better support students, families, schools, agencies?
The Kentucky Youth One Year Out (YOYO) is a computer assisted telephone interview that collects information about former students’ post school outcomes
The YOYO is Data Collection Point 2 in the Kentucky Post School Outcome Study • Point 1: Kentucky In School Transition Survey (KISTS) ~ gathers information from records and students regarding student post school plans • Point 2: Kentucky Youth One Year Out (YOYO) former student interview ~ gathers information by way of telephone interview about former students’ post school outcomes
Who Does the Youth One Year Out (YOYO)? • Every Local Education Agency (LEA) does the YOYO, every year, on every student with an IEP who exited school one year earlier. • Therefore, in the spring of 2010, school districts will follow up with students who exited school in spring of 2009.
When is the Youth One Year Out Done? • The YOYO is conducted from April 1st through June 30th of every year. • The YOYO must be completed by June 30, of any given year.
Collecting Post School Outcome Data is a Federal Requirement The Office of Special Education Programs (OSEP) requires that all states follow up with former students who had IEPs to determine: “the percent of youth who had IEPs, are no longer in secondary school and who have been competitively employed, enrolled in some type of postsecondary school, or both, within one year of leaving high school (U.S. Department of Education, 2006a).”
Youth who had IEPs… Includes any student with an IEP who exited school last year by either • Graduating with a diploma • Completing with a Certificate of Attainment • Aging Out • Dropping Out
The YOYO Interviews Former Students about: • Employment • Enrollment in postsecondary education • Leisure activities • Quality of life • Services/supports currently receiving
Who Conducts the YOYO Interview? • The Director of Special Education (DOSE) for each Local Education Agency (LEA) decides the person(s) that will be responsible for conducting the YOYO. • If you are participating in this webinar, you have been selected as the person responsible. • If any other personnel assist you in completion of the YOYO, they should go through the on-line YOYO training module and complete the on-line quiz.
What Happens After Data is Collected? • KyPSO @ the Human Development Institute (HDI)/University of Kentucky (UK), conducts secondary data analysis. • KyPSO compiles reports for KDE/DECS, LEAs, parents, and other stakeholders.
Please Note! • Even though conducting the YOYO, itself, is a federal requirement, Former Student participation is strictly voluntary. • Should a Former Student choose not to be interviewed, thank her/him for their time and hang up. • Note, on the YOYO, what transpired.
Three Steps to Getting Ready 1). Inform Former Students That You Will Be Contacting Them Two Weeks Prior to the Phone Calls 2). Gather/Complete Pre-Interview Information Before You Make the Telephone Call 3). Assure technical and time needs are met
1). Inform Former Students That You Will Be Contacting Them • Former Students (FS) should be informed of the fact that you will be contacting them approximately 2 weeks before you actually do. • The easiest way to do this will be to send a letter to the FS • A sample of such a letter can be found at www.kypso.org under “Tools for Data Collection”
2). Gather/Complete information Before You Make the Telephone Call…. Two steps to make the interviews go as smoothly as possible: a). Have the following information available: • Former students’ (FS) name • FS 10 digit Unique Student Identifying Number (also known as the number used for testing) This is a key piece of information . • All FS contact information after high school information available (e.g. phone number, e-mail, etc.). b). Complete as much of the FS demographic information (e.g. race, gender, manner which FS exited) as possible.
3). Assure technical and time needs are met • Computer with Internet access • Telephone with speaker phone capability • Approximately 30 minutes per interview • this includes your preparation time as well as the actual interview itself • Quiet area as free of distraction as possible • you may want to post a sign on the door of the office/area you are using notifying people of telephone interviews in progress
Where to Get Pre-Interview Information • The Kentucky In School Transition Survey (KiSTS): • FS should have completed the KISTS during their final year of school (one year ago) • KISTS will provide you with Student Contact Information After High School • Important to find out who was responsible, (if it was not yourself) at your school, for conducting the KISTS last year. This person should be able to direct you to the KISTS Student Contact Information After High School
Where to Get Pre-Interview Information • Infinite Campus • Kentucky Department of Education (KDE) Exit Data • Your School District’s Central Office • A good contact for this pre-interview information may be your school district’s Infinite Campus (IC) Coordinator
Conducting the Youth One Year Out (YOYO) former student interview
Which Former Students Must Be Interviewed? • Students, with IEPs, who exited the previous school year • These include students with IEPs who left school by way of: • a standard diploma • a certificate of attainment • aging out • dropping out
Conduct the Interviews in as Quiet an Area, as Free of Distraction as Possible You may want to post a sign on the door of the office/area you are using notifying people that you are conducting telephone interviews Shhhh…Telephone Interviews in Progress!
What if an interview cannot be completed during one telephone call? • There may be times when you will not be able to complete a YOYO interview in on sitting • For example, you may be 5 or 6 questions into the interview and the FS suddenly says they have to get off of the telephone, can you call back? • Therefore, at the bottom of every page of the YOYO, you will see a “Save” button • You may save an interview, at any point, and then return to complete it later
How Many Times Should I try to Contact Former Students? Attempt to contact the Former Student (FS) 3 times • Start by contacting the FS at the home telephone number(s) provided on the KISTS Contact Information sheet. • If you cannot reach the FS at the home telephone number, attempt to contact the student via her/his cell phone number, if provided. • If you are unable to reach the FS via telephone, you may e-mail the FS
Keep Track of Where You Are with Your Interviews • It probably will not be possible to contact and interview all former students in one session • Therefore, you will need to keep track of where you are with your interviews in terms of former students who: • Have been contacted and interviewed • Have been contacted but requested to be interviewed at another time • Have been contacted and refused the interview • You were unable to contact
Keeping Track of Interviews This is an example of how you might keep track of where you are with your interviews….
E-mailing the Former Student If you are unable to contact the Former Student (FS) via a cell phone number, e-mail the student (if an e-mail address has been provided) using the following content: Dear __________________________ :Name of Former StudentWe are conducting a telephone interview of students who finished high school last year. We are conducting the interview to see how you are doing and to see if there are school programs/services that you feel helped you after you left high school. All of your responses will be kept private/confidential. If you would like to participate in this interview, please respond to this e-mail and provide a telephone number at which you may be reached. Thank you. Sincerely: Interviewers’ Name
When to Call? Ideally, interviews would be conducted at a time when the former student(s) is most likely to be at home: • Week-day evenings, between 5:30 p.m. and 9:00 p.m. • Week-end Times to avoid: • Before 9:00 in the morning • After 9:00 at night. • As a last resort, try early morning or late evening calls.
When to Call? • Unfortunately, the times when former students are most likely to be available for a telephone interview do not coincide with school personnel work hours • Therefore, if an Interviewer is unable to make arrangements with their district to conduct the interviews during these hours, the Interviewer will need to conduct them whenever possible throughout the typical work day • Try to call at a time when you know, as an Interviewer, you are least likely to be interrupted. • Remember to allow approximately 30 minutes to conduct each interview. Even though we hope it will only take 15 to 20, this will allow a time cushion should you have a FS who has a lot of questions and/or answers in depth.
Getting an answering machine If you get an answering machine, use the following script: Hello, this is ____________________calling from ___________school. I am calling for Former Student Name.I want to know if you would like to participate in an interview we are conducting with former students to see how things are going. You can return my call at__________. I will also try to call you at another time. Thank you.
What if There is No Answer? • If you discover a number is disconnected or no longer reaches the Former Student (FS), try alternate numbers. • You may also have an e-mail address for the student • No matter what the result, indicate on the YOYO what happened.
How Will Former Students without Telephones be Included? It is important to ensure that all those identified have the opportunity to respond. Here are some effective strategies: • Utilize a lap-top computer to facilitate meeting the former student and/or their family at their home or in the community. • Ask the former student and or their family to come into school to complete the interview. • Send a local or toll-free number to use to call in when they are at a place with a phone and tell them what days and hours to call. • If they are known to attend day programming, attempt to contact them there. Potsdam Institute for Applied Research (PIAR) at State University New York (SUNY) Potsdam and the National Post-School Outcomes Center, Eugene, Oregon, (funded by Cooperative Agreement Number H324S040002) with the U.S. Department of Education, Office of Special Education and Rehabilitative Services.