Kentucky Youth One Year Out Former Student Interview

Kentucky Youth One Year Out Former Student Interview (YOYO) Interviewer Training Kentucky Post School Outcome Study Human Development Institute University of Kentucky www. kypso. org

Purpose of 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. 2

Anticipated Outcomes YOYO Interviewers will understand : 1. what the YOYO is 2. why collecting post school outcome data is important 3. importance of their role in data collection 4. the role of the YOYO in the overall Kentucky Post School Outcome Study (Ky. PSO) 5. how to access the interview on-line 6. different strategies to employ for students who may need assistance in completing the YOYO 3

What Is the Youth One Year Out (YOYO)? 4

The Kentucky Youth One Year Out (YOYO) is a computer assisted telephone interview that collects information about former students’ post school outcomes 5

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 6

When is the Youth One Year Out Done? • The YOYO is conducted from April 1 st through June 30 th of every year. • The YOYO must be completed by June 30, 2009. 7

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, 2006 a). ”

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 9

The YOYO Interviews Former Students about: 1. 2. 3. 4. 5. Employment Enrollment in postsecondary education Leisure activities Quality of life Services/supports currently receiving 10

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? 11

Who Does the Youth One Year Out? You do if your Local Education Agency (LEA) is in the random sample in any given year. 12

What is a Random Sample? • A sample whose members are chosen at random from a given population. • The Ky. PSO randomly selects LEAs to participate each year. • The random sample consists of approximately 30 LEAs being selected in any given year. • The randomly selected LEAs then follow with all student leavers with IEPS who exited one year ago. • All of Kentucky’s 176 LEAs will be in the sample, at some point, between 2006 -2012, the Office of special Education Programs reporting period. 13

All LEA’s will be in the YOYO sample once during each six-year cycle Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 14

When Is My School District in the Sample? To determine if your LEA is in the sample for a given year, go to: www. kypso. org YOYO Sample 15

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. 16

What Happens After Data is Collected? • Ky. PSO @ the Human Development Institute (HDI)/University of Kentucky (UK), conducts secondary data analysis. • Ky. PSO compiles reports for KDE/DECS, LEAs, parents, and other stakeholders. 17

Being a Youth One Year Out Interviewer 18

Is Being a YOYO Interviewer a Big Responsibility ? YES! • 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. 19

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. 20

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 H 324 S 040002) with the U. S. Department of Education, Office of Special Education and Rehabilitative Services. 21

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. 22

How to Conduct the Youth One Year Out (YOYO) former student interview 23

Getting Started Go to the Kentucky Post School Outcome Study (Ky. PSO) web site located at: www. kypso. org Let’s Go to the Web Page! 24

Getting Started • Click on “Tools for Data Collection” on the left hand side of the home page • The Kentucky Youth One Year Out former student interview (YOYO) will be found under the second bullet on this page (the first bullet is the KISTS, don’t forget you have to do this, too) – Practice YOYO – Actual YOYO 25

How to Navigate through the YOYO • You will use text boxes, drop down menus, and arrows to move through the YOYO • You will note that some items allow the Former Student (FS) to select only one option while others will allow you to select all that apply 26

Preparing for the interviews • Former Students (FS) should be informed of the fact that you will be contacting them approximately 2 weeks before you actually do. • Perhaps the easiest way to do this will be to send a letter to the FS 27

What You’ll Need to Complete the Youth One Year Out Former Student Interview • Computer with Internet access • Telephone with speaker phone capability • Student Contact Information After High School sheets from previous school year KISTS • 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 28

Note! The KISTS Student Contact Information After High School is an excel spreadsheet that should have been saved to a secure school (used only by school personnel) computer from last year. You will be asked to enter the 10 digit student unique identification number from the Student Contact Information After High School spreadsheet on the YOYO. 29

Which Former Students Must Be Interviewed? • Students for whom a Kentucky In School Transition Survey (KISTS) was completed 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 30

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 – You were unable to contact 31

Keeping Track of Interviews This is an example of how you might keep track of where you are with your interviews…. Kentucky Youth One Year Out (YOYO) Former Student Interview Contact Check-list Former Student Name Student Unique I. D. Contacted & Contacted But # (10 digit from Date Need to Call KISTS) Interviewed Back/ Date to Call Back Could Not Contact 32

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! 33

A Word of Caution! Once you begin a YOYO former student interview, you must complete it! If you exit the interview prior to completion, you will lose all data! 34

Contacting the Former Student 35

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 36

E-mailing the Former Student If you are unable to contact the Former Student (FS) via a cell phone number, email the student (if an e-mail address has been provided) using the following content: Dear _____________ : Name of Former Student We 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 37

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. 38

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 the interview 39

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. 40

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. 41

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 H 324 S 040002) with the U. S. Department of Education, Office of Special Education and Rehabilitative Services. 42

What if the Former Student Cannot Be Located/Contacted? It may be difficult to contact former students – They may have moved – They may not have a telephone – They may not wish to be contacted If you cannot contact the former student after 3 attempts, note this on the YOYO 43

Making the Call 44

Once someone answers • Expect they will probably think you are trying to sell them something and may hang up. – Quickly and politely explain who you are and why you are calling. An Interviewer Introduction script is included at the very beginning of the YOYO. • Remember, your call will often be an interruption. – If necessary, provide a chance to set up an appointment where you can call back at a time more convenient for the Former Student (FS). 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 H 324 S 040002) with the U. S. Department of Education, Office of Special Education and Rehabilitative Services. 45

Using Speaker Phone • It may be easier to input responses on the YOYO if you have the Former Student (FS) on speaker phone. • If this is the case, you will need to assure that you are conducting the interview in an area where it will not be overheard. 46

Using Speaker Phone Once you assure that you are in an area in which the interview will not be overheard… • Ask FS if it is o. k. to put him/her on speaker phone • Assure FS that the interview cannot be overheard 47

What Can I Say to Encourage Participation? • Inform the Former Student (FS) that the survey is voluntary. • Inform FS that they can refuse to answer any particular question. • Assure Former Student (FS) that the survey is important to their school district and the state. • Assure FS that what they say is protected and will be kept private and confidential. • Explain that their name won’t appear in any report and that their responses will be combined with many other surveys. • Inform the FS that they can have someone help them answer any part or all of the interview. 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 H 324 S 040002) with the U. S. Department of Education, Office of Special Education and Rehabilitative Services. 48

Interviewer Introduction Script • • • Hello my name is_____ and I am a ____ at _____school. You may recall receiving a letter from us regarding the fact that we would be contacting you as part of our follow-up of former students. The purpose of this follow-up interview is to help us identify programs and practices that may have helped you get a job or enroll in college or training since leaving high school. The interview should take approximately 30 minutes of your time. If you decide to participate, you can skip any question or end the interview at any time. All of your responses will be strictly confidential and no identifiable information will be on this interview. Will you answer a few questions about what you (or your son/daughter) are doing now? • • If "Yes": SAY: "Thank you very much. Is this a good time to talk…do you have about 30 minutes right now? ” If “Yes”: SAY: “Great. If you don't want to answer a question just say "skip that one. If you don’t understand something, just let me know“. Proceed with the questions. If "No, this is not a good time” SAY: "O. K. , what time would work best for you? ” Proceed to schedule appointment to re-contact FS • • If “No, I do not want to participate” SAY: “ O. k. , thank you for your time" IMPORTANT: PLEASE DO NOT EXIT (EVEN IF INTERVIEW WAS DECLINED) WITHOUT ANSWERING QUESTION #8, BELOW. 49

If I Cannot Interview the Former Student, Can I Interview Someone Else? • Interview the Former Student (FS) whenever possible. • However, because of the types of questions asked, it is acceptable to interview the parents, or guardians, of a FS. • Occasionally the FS’s disability makes participating in a phone survey difficult. • It is sometimes effective to have the Former Student (FS) on one phone and their representative (often a parent) on another. • If this is not enough of an accommodation, it may be necessary to interview someone else. 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 H 324 S 040002) with the U. S. Department of Education, Office of Special Education and Rehabilitative Services. 50

If I Cannot Interview the Former Student, Can I Interview Someone Else? • Ideally, the former student will tell you who they want to speak for them. • It is helpful to ask who usually speaks with and for the former student. • Please Note! It is not the parent/guardian opinion that we want, it is the parent/guardian understanding of the FS’s opinions that we want. 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 H 324 S 040002) with the U. S. Department of Education, Office of Special Education and Rehabilitative Services. 51

Former Students Who Need Accommodation to Participate • Prior to calling the former student (FS), the Interviewer should review the FS’s final Individual Education Program (IEP) to determine if this FS will need accommodation and what that accommodation may be. • Knowing which respondents were eligible for the statewide Alternate Assessment can also help identify those most likely to need accommodation. 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 H 324 S 040002) with the U. S. Department of Education, Office of Special Education and Rehabilitative Services. 52

Former Students Who Need Accommodation to Participate • You may not find out what accommodation a former student may need to participate in the interview until you call. • These calls can be awkward…go slowly, apologize as appropriate, and try to determine who the best representative will be. • You may eventually call the home of a youth with a disability who needs assistance with almost every aspect of their lives. 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 H 324 S 040002) with the U. S. Department of Education, Office of Special Education and Rehabilitative Services. 53

Be Sensitive and Listen to Youth Some Former Students (FS) who respond to the survey may become upset during the survey – You ask if they are working, which they desperately want to do, but have not been able to find a job or get the help they need. – It is understandable that they might be very upset by the question. – This rarely happens, but if it does, it may be necessary to stop the interview, talk with them until they calm down, and then end the call and note why. 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 H 324 S 040002) with the U. S. Department of Education, Office of Special Education and Rehabilitative Services. 54

Be Sensitive and Listen to Parents Asking questions about their son/daughters life can also be very upsetting to a parent who is reminded, by the questions, of things their child may never do. – Be sensitive and listen. – Explain that the same survey questions are asked of everyone, and that the accomplishments of their child, no matter how modest, are valued. 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 H 324 S 040002) with the U. S. Department of Education, Office of Special Education and 55 Rehabilitative Services.

How do I know which questions to ask? • Not only is it important to ask questions as they are written, but that you ask them in the correct order. • Interviews have a prescribed sequence that changes based upon the responses given. • These changes are called “skip patterns” or “question branching. ” • For example, if you ask the FS “are you working now? ” and the FS responds that she is not working, the YOYO will automatically take you to additional questions whose aim is to find out what she is doing (e. g. volunteering, home maker, religious duties, etc. ) • However, if the FS responds that she is working, the YOYO will automatically take you to additional questions whose aim is to find out more about the FS’s work (e. g. pay, benefits, etc. ). 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 H 324 S 040002) with the U. S. Department of Education, Office of Special Education and Rehabilitative Services. 56

Be Accurate & Consistent • Read questions to student exactly as written every time. • If you must rephrase a question for student to understand, preserve the neutral character of the original question. • For example the question “are you working now? ” • non-neutral rephrasing…”You still have the job down at the hardware store, don’t you? ” • neutral rephrasing…”Do you have a job now? ” 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 H 324 S 040002) with the U. S. Department of Education, Office of Special Education and 57 Rehabilitative Services.

What Should I Do if I Think They have Misunderstood a Question or the Responses Available? There are questions you can ask to help clarify responses. These are called “probes. ” • Examples of probes: – “Can you be a little more specific? ” – “I’m not sure I am entirely clear about what you mean. Could you explain it a little more? ” – “Could I read back what I have written to be sure I have understood exactly what you wanted to say? ” – “Could I reread the question and the answer I’ve written down just to be sure I have gotten everything you wanted to say? ” – “I think I may not have read the question correctly, so may I read it to you again to be sure? ” 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 H 324 S 040002) with the U. S. Department of Education, Office of Special Education and Rehabilitative Services. 58

Deciding Which Response to Select • As an Interviewer, you will need to make some important decisions regarding FS responses. • For example, if the YOYO question instructs “DO NOT READ CATEGORIES. CODE ALL THAT APPLY”, you will need to make a decision, based upon the former students’ response, regarding the appropriate response to mark. 59

Question Examples 60

Interviewer Instructions • You will note that the YOYO has Interviewer instructions embedded throughout. • Examples of these included: – “IF RESPONDENT IS NOT FORTHCOMING, YOU MAY READ CATEGORIES. CODE ONLY ONE RESPONSE. ” – “DO NOT READ CATEGORIES. CODE ALL THAT APPLY. ” 61

Question Example If you would like to work more, why aren't you? (DO NOT READ CATEGORIES. CODE ONLY ONE RESPONSE). You ask the FS the question and his response is “I have been sick” This response is fairly easy to categorize. The correct choice is the first possible response: • My health will not allow it • My boss won't give me more hours • It would effect my SSI benefits • Scheduling issues • Don't Know • Refused • Other (please specify) 62

Using the “Other” Text Box • As you go through the YOYO, you will see that almost every question has an “Other” Text Box as a possible response • The “Other” Text Box allows you to enter the former students’ exact response (e. g. Use the “Other” Text Box when you are uncertain of how to categorize a former student response). 63

Question Example What might have helped you stay in school? (DO NOT READ CATEGORIES. CODE ALL THAT APPLY). FS Response: “If school was closer to my house” This response is difficult to categorize. The correct choice is to use the “Other” Text Box to type in the FS exact response “If school was closer to my house” • • • More flexible hours More relevant classes/courses (e. g. classes that would help me in real life) Teachers/Counselors who encouraged me Refused Other (please specify) “If school was closer to my house” 64

Scaled Questions • A “scaled question” is one that asks the former student to rate their experience using a range of numbers and response choices • Some FS may not be familiar with scaled questions • As the Interviewer, you may need to explain how to use the scale to the Former Student (FS) 65

Question Example On a scale of 1 to 5, with 1 being hate my job and 5 being love my job, how much do you like your job? (READ EACH CATEGORY. CODE ONLY ONE RESPONSE). 1 - Hate my job 2 - Dislike my job 3 - Somewhat like my job 4 - Like my job 5 - Love my job After reading the question, the Interviewer may say “So, for this question, I am going to read you the possible choices and you tell me which one you choose. So, “how much do you like your job? . . . 1 - I hate my job; 2 - I dislike my job; 3 - I somewhat like my job”; 5 - I love my job”? You may also substitute the word “I” for “You” if this helps student understanding (e. g. “You hate your job”, “You dislike your job”, and so on). 66

Practicing the YOYO • It is important that responses to each question are coded the same way by every Interviewer. • Be familiar with each question’s response codes. • Practice using the YOYO by asking questions and recording responses. • In order to provide you with the opportunity to “try it out”, a Practice Youth One Year Out is available at www. kypso. org • The Practice YOYO does not accumulate data entered so you can go through it and try out as many different responses, as many times, as you like. 67

This concludes the Youth One Year Out (YOYO) Training Module Next Steps: 1). go to www. kypso. org 2). Take the YOYO Quiz 3). Practice on the Practice YOYO 68