Why use entry-exit surveys?These surveys, which ask about participants' experience with the program, are part of PREP performance measures. Using the surveys is a requirement of PREP funding.
What questions are asked on the PREP entry-exit surveys?The Entry survey asks information about participant demographics, native language, and living situation. The Exit survey has the same questions, and adds a few about their experience with the program. The PDFs below show the questions asked on each survey. Participants will complete electronic surveys; these PDFs should only be used when preparing staff and arranging for permission to administer the surveys.
When should I use the surveys?
- Sessions. Educators give the entry survey to participants at the beginning of the first session of the cycle, and give the exit survey after the last activity in the EBP is completed.
- Cycles. PREP providers are required to use both surveys with every PREP EBP cycle.
Why are we using electronic surveys?Surveys are completed via the Offline Qualtrics Survey app, which ACT for Youth will help providers set up on tablets or other devices that will be used by participants. Collecting data electronically speeds up the data collection and analysis processes while maintaining confidentiality and reducing costs. This means ACT for Youth can more quickly summarize findings for more providers.
Importantly, tablets do not need to be connected to a Wi-Fi network at the time of survey administration. There is no need to join school or other implementation sites' Wi-Fi networks to administer the surveys. Find more information on tablets and survey administration below.
Administering Surveys: An OverviewAdministering the surveys takes planning and time -- time that may already be tight in any given program cycle. Preparation is key.
- Purchase tablets or other devices to collect surveys electronically. ACT for Youth has equipment purchase recommendations (PDF) for everything from the type of tablets to the bag to transport them.
- Each tablet must be set up with a) the Qualtrics Offline Survey app, a free download from app stores, b) minimal access to other apps, and c) parental controls. This needs to be done only once. This document provides instructions for setting up Kindle Fire tablets for survey use (PDF).
- Well before surveys are to be used, educators should review the guidance for survey administration (PDF) so that they are ready for a smooth process.
- Be sure the tablets are charged and any necessary updates are completed the day before using them to collect survey data.
In order to conduct the surveys, you will need permission from the organization that is hosting the EBP, and you may also need to allow parents to opt their children out of the survey.
When introducing the tool, be sure to let administrators know that this tool and protocol have gone through rigorous review processes by Cornell University's Institutional Review Board and the New York City Department of Education Institutional Review Board. These boards have high standards for protecting the privacy, rights, and welfare of participants in research and evaluation projects, and they have approved this tool and protocol.
You may wish to emphasize:
- PREP is a federally-funded, nationwide initiative, and these surveys are being used with youth participants across the country. Survey responses from NYS youth will be combined with those from around the country as part of the evaluation of the PREP initiative.
- Surveys are anonymous. Names are never collected with surveys. Program facilitators will not even see individual survey responses, only aggregate data.
- Individual participation is optional. Parents and youth participants can decide to NOT take the surveys. Youth participants may also skip any questions on the surveys.
For cycles in sites OUTSIDE New York City public schools:
- Discuss the use of surveys with the site administrator or principal. ACT for Youth has developed templates you can use to initiate this conversation or to draw talking points from. The letter may be sent with the parent information/opt-out form below. Feel free to modify the template to fit your needs.
- Send documentation of the site administrator's or principal's permission to use the survey to your ACT for Youth evaluation contact. This can be as simple as a forwarded email exchange. This is required.
- If desired by the site, send the parent information/opt-out form (English PDF; Spanish PDF) home prior to survey administration. If a signed form is returned, be sure the youth participant returning the form does NOT complete surveys. Note: a youth participant without permission to complete surveys may still participate in EBP programming, if permission was granted.
For cycles WITHIN New York City public schools:
In New York City public schools, the New York City Department of Education (NYC DOE) requires additional steps.
- Ensure that all educators who will administer the surveys have been fingerprinted (PDF) by the NYC DOE. (Fingerprinting by other organizations is not accepted.)
- Send documentation of fingerprinting to the NYC DOE Internal Review Board. This is required. Your ACT for Youth evaluation contact can provide details.
- Discuss the use of surveys with the principal. ACT for Youth has developed templates you can use to initiate this conversation or to draw talking points from. Feel free to modify this document to fit your needs. Use of this document is optional.
- Once approved, have the principal complete the approval to conduct research form (Word) and send it to your ACT for Youth evaluation contact. This is required.
- Send the parent information/opt-out form (English PDF; Spanish PDF) home prior to survey administration. This is required. If a signed form is returned, be sure the student returning the form does NOT complete surveys. Note: a student without permission to complete surveys may still participate in EBP programming, if permission was granted.
Working with providers who are experienced in collecting surveys, ACT for Youth has developed guidance for survey administration (PDF). Check to make sure you and your tablets are prepared!
It is important for youth participants to understand that their participation is voluntary and their responses will be kept anonymous. Before they administer surveys, educators need to become familiar with the script regarding informed consent -- highlighted in the survey administration document.
Uploading Survey Responses
Once you return to your home organization and tablets are connected to Wi-Fi, upload survey responses recorded in the Qualtrics Offline Survey app. Note that neither educators nor ACT for Youth staff will see names associated with survey responses at any time in this process. Launch the Qualtrics Offline Survey app and tap the button to upload surveys.