SCHOOL. Climate Survey. Administrator User Guide

Transcription

1 SCHOOL Climate Survey Administrator User Guide ONLINE SURVEY

2 Table of Contents Introduction...2 Step-by-step instructions to use the Online School Climate Survey Tool for Schools...3 a) Registering your school...3 b) Activating your surveys to begin collecting data...3 c) Creating and requesting your report...4 Step-by-step instructions to use the Online School Climate Survey Tool for the Board Roll Up...8 Technical Support Contact Information...11 Information about the report...12 Questions & Answers...13 Getting started...13 School climate surveys requirements...13 Registering to use the Online School Climate Survey Tool...14 Conducting the online surveys...15 Reports...16 Data comparison over time...18 French-language surveys and reports...18 Board roll up...18 Feedback...19 Resources to support implementation and promote a positive school climate...20 Ministry of Education 1

3 Introduction A safe, inclusive and accepting school environment is essential for student success and well being. An anonymous school climate survey conducted on a regular basis provides essential data to inform the development of bullying prevention and intervention plans and to build strategies into school improvement plans to improve school climate. As well, it can help schools in making informed decisions about programs and resources to help prevent bullying/harassment. Boards must conduct anonymous school climate surveys of their students, parents and school staff at least once every two years. 1 In order to meet the needs of their local communities boards are provided flexibility to determine their plans for administering the survey which may include the size of the survey sample. The Ministry of Education s Sample School Climate Surveys will assist schools and boards to meet these obligations. Surveys are available in a variety of formats including: Word versions which can be adapted to meet local needs. PDF versions which can be provided to students, parents or school staff who wish to complete the survey in written format. The survey for parents is also available in PDF format in 22 languages (including English and French). Online versions which include a data roll-up function and report of summarized data. To access Word and PDF surveys please go to: or click on the survey below for the PDF versions. To access the Online School Climate Survey Tool please go to: 1 Section (2.1) of the Education Act as amended by Bill 13 and Policy/Program Memorandum 145, Progressive Discipline and Promoting Positive Student Behaviour Ministry of Education 2

4 Step-by-step instructions to use the Online School Climate Survey Tool for Schools a) Registering your school The first stage in setting up your school s account in the Ministry s Online School Climate Survey Tool is to register your school and request a Management Access Code (MAC). Follow these steps: 1. Go to: 2. Choose a language by clicking either the English or Français button. 3. Click the Schools and boards enter here link below the "Submit Code" button. 4. Enter the user name and password as shown below under the Log in heading. User Name: climate Password: survey Click Log In. 5. Enter your information under the New Users Register Here heading. Board ID School ID First Name Last Name Title Confirm Click Submit Query. Note: After this step, an with your MAC will be sent to the address identified above indicating that your school s account has been registered and activated. b) Activating your surveys to begin collecting data Note: Once you obtain your MAC you will need to repeat steps 1 to 4 described above (including enter the username and password) each time you log in for security purposes. 1. Repeat steps 1 to 4 as described above. 2. Enter your MAC under the Registered Users: Enter Your Management Access Code (MAC) heading. Click Submit. Ministry of Education 3

5 Note: Your MAC will be in the following format: Letter Letter Number - Number Letter Letter Example: AA1-2BB 3. Activate the surveys you want to use under the Surveys Setup Tab. Click the Yes for each type of survey you want to activate. Click Update Statuses. Each type of survey has an Access Code. You must give the Access Code to survey takers (e.g. students, parents, school staff). Please see Q16 in the Questions & Answers section for a brief set of instructions guiding survey takers in connecting to the online survey. 4. Close the survey data bank when you are ready to request a report: Click No for each type of survey you want to deactivate. Click Update Statuses. c) Creating and requesting your report To create and request your report, click on a Reporting & Management tab. Through this tab you can: Create a separate report for each type of survey (e.g. parents, students, school staff) Choose reporting options: o o Comprehensive Report: contains all responses to all questions by all survey takers Filtered Report: narrows down the focus of the report to specific questions. For example, if you choose the Grade 4 filter your search request will report on ONLY those surveys done by Grade 4 students. The more filters you apply the more narrow the results. Generate the report in PDF (default) and Excel (XLSX) format: Ministry of Education 4

6 o PDF Report: generate a report on a single type of survey, for example Grade 4 to 6 Reporting. You can report on all of the questions on the survey or a specific set of questions. o Excel Report: The Excel report includes the same range of data as the PDF report but in XLSX format (i.e. Excel 2007 or later). It has been made available for those skilled in Excel and who want to perform further data analysis. The report is no longer available in XLS format (see Q2) Your populated reports remain available online for 30 days (afterwards you can regenerate the report). You may wish to save the report on your computer. You may wish to save a filtered report template for future use (see Q33). Generate a Comprehensive Report 1. Click the Reporting & Management Tab. 2. Click the button corresponding to the type of survey you would like to report on. 3. Change the default Report Name, address and request an Excel (XLSX) version in addition to the PDF version as appropriate. 4. Click the Create Request button. 5. The next page displays the report title (e.g. Grades 4 to 6) and number of matching surveys. You can now request the report, go back and alter the request or delete the request by clicking the appropriate button. 6. Once generated the system sends an with a link to download your report. You may wish to save the report on your computer. The report will only be available online for 30 days. If you request an Excel report it is provided as an attachment to the not as a link. Ministry of Education 5

7 Generate a Filtered Report 1. Refine your search request for surveys that match a specific set of criteria by setting any of the Demographic Filters: a. Grade b. Sex c. Lived in Canada 2. Refine your search request for surveys that match a specific set of criteria by setting any of the Date Range Filters: a. Date From and Date To (open ended format) b. Time From and Time To (format: HH:MM AM/PM. Capitalized AM/PM and the space before the AM/PM are required). 3. Refine your search request for surveys that match a specific set of criteria by setting up to four Question/Response Filters. Ministry of Education 6

8 4. Click the Create Request button. 5. The next page displays the report title and number of matching surveys. You can now request the report, go back and alter the request or delete the request by clicking the appropriate button. 6. Once generated the system sends an with a link to download your report. You may wish to save the report on your computer. The report will only be available online for 30 days. If you request an Excel report it is provided as an attachment to the not as a link. Ministry of Education 7

9 Step-by-step instructions to use the Online School Climate Survey Tool for the Board Roll Up The first stage in setting up your board s account in the Ministry s Online School Climate Survey Tool is to request a Management Access Code (MAC). Follow these steps: 1. Send an to Climatesurveysupport@lakesideit.com with your name and title, contact information (phone number, address) and the name of your board. The board s MAC will be ed to you within a few days. Once you have your MAC, follow the instructions below. 2. Go to: 3. Choose a language by clicking either the English or Français button. 4. Click the Schools and boards enter here link below the "Submit Code" button. 5. Enter the user name and password as shown below under the Log in heading. User Name: climate Password: survey Click Log In. 6. Enter your MAC under the Registered Users: Enter Your Management Access Code (MAC) heading. Click Submit. 7. To create and request your report, click on a Reporting & Management Tab. 8. Click the button corresponding to the type of survey you would like to report on. Ministry of Education 8

10 9. Select one or more schools to report on. 10. Change the default Report Name, address and request an Excel (XLSX) version in addition to the PDF version as appropriate. 11. Refine your search request for surveys that match a specific set of criteria by setting any of the Demographic Filters: a. Grade b. Sex c. Lived in Canada 12. Refine your search request for surveys that match a specific set of criteria by setting any of the Date Range Filters: a. Date From and Date To (open ended format) b. Time From and Time To (format: HH:MM AM/PM. Capitalized AM/PM and the space before the AM/PM are required). Ministry of Education 9

11 13. Refine your search request for surveys that match a specific set of criteria by setting up to four Question/Response Filters. 14. Click the Create Request button. 15. The next page displays the report title and number of matching surveys. You can now request the report, go back and alter the request or delete the request by clicking the appropriate button. 16. Once generated the system sends an with a link to download your report. You may wish to save the report on your computer. The report will only be available online for 30 days. If you request an Excel report it is provided as an attachment to the not as a link. Ministry of Education 10

12 Technical Support Contact Information Implementation Support: Technical support (e.g. updating administrator s address, difficulty registering your school) Board Roll Up Obtain Management Access Code (MAC ) Feedback on the Online Tool Climatesurveysupport@lakesideit.com ext. 6 SchoolClimateSurvey@ontario.ca Ministry of Education 11

13 Information about the report The report mirrors the survey format. The report begins with a cover page with the following information: - School Name / Board - Number of Surveys included in the report and Total Number of Surveys in the group - Date - Report Title and Type (e.g. grades 4-6, grades 7-12, parents and school staff) - The number of surveys matching your report criteria (if you requested a filtered report) At the bottom of the cover page is a sample question with an explanation of how to read the data provided. The report then continues with the first page of the school climate survey (see example below). Ministry of Education 12

14 Questions & Answers Getting started Q1. What reporting features are available? A. The Online Tool is user-friendly and adaptable to local needs. The Tool helps schools/boards to: Create reports by type (Grades 4-6, 7-12, Parent and School Staff). View data in a simple format (PDF reports mirror the layout of the surveys). Create a Comprehensive Report (includes all responses by all survey takers) OR Filtered Report (customized by date range, question, sex and other filters). View data in an Excel Report to support more detailed analysis. Excel Option: This option is intended to support more detailed analysis and it can be requested along with either a Comprehensive or Filtered report. The Excel report is included as an attachment in the you receive that has the link to the PDF report. The Excel file is in XLSX format. Q2. What kind of technology is needed to open the Excel Report? A. The user has to have a version of Excel that is 2007 or later, or use a converter. For example Google's web browser, Chrome, will open an XLSX file. Microsoft also has a "Compatibility Pack" that enables opening newer versions of Word, Excel and PowerPoint. See here: Q3. I would like to review the surveys before the students/school staff/parents complete them online. Where can I find a copy? A. Links to the PDF and Word versions of the surveys are available on page 2 of this guide and on the Ministry s website at: School climate surveys requirements Q4. What are the legal and policy requirements regarding school climate surveys? A. Section (2.1) of the Education Act and Policy/Program Memorandum (PPM) 145, Progressive Discipline and Promoting Positive Student Behaviour, require boards to conduct anonymous school climate surveys of students, staff and parents at least once every two years. PPM 145 requires boards to include questions on bullying/harassment related to sexual orientation, gender identity, and gender expression, as well as questions on sexual harassment in their surveys. Q5. What are boards required to do with survey results? Ministry of Education 13

15 A. Boards must require their schools to share school climate survey results with their safe and accepting schools teams and to build strategies into their school improvement plans to improve the school climate regarding issues identified through their climate surveys. Q6. Are parents informed about surveys being administered to students at school? A. Yes. Boards are required to inform parents that these surveys are voluntary and that they can choose not to have their child participate. Q7. Are surveys anonymous? A. Yes. Boards shall not collect any name or any identifying number, symbol, or other particular assigned to a person, in accordance with subsection 169.1(2.2) of the Education Act. Boards should consult with their legal counsel and freedom of information coordinators to ensure that they are fulfilling their legal responsibilities. Registering to use the Online School Climate Survey Tool Q8. How do I register my school? A. To register your school, follow the step-by-step instructions on page 3. Q9. What if I have trouble registering? Is there technical support available? A. Yes. Please send an to Climatesurveysupport@lakesideit.com or call ext. 6 for technical support. The contact information is also listed on the Online School Climate Survey Tool site: Q10. Where can I find my Board or School number? A. All Board and School numbers are listed on the Ministry s website. Please go to: Q11. Where do I find the survey codes for the students/parents/school staff? A. To access the survey codes, follow the step-by-step instructions on page 3. Q12. Why are survey codes necessary? A. Survey codes are necessary to keep all information confidential and the data linked to your school or board. Each type of survey (grades 4-6, 7-12, parents and school staff) has a unique code. Q13. Where can I find my Management Access Code (MAC)? A. To obtain a Management Access Code (MAC), follow the step-by-step instructions on page 3. Q14. My school has already been registered but I am unable to find our Management Access Code (MAC). Can I re-register my school? Ministry of Education 14

16 A. No. A school can only be registered once but if you contact technical support and provide your board and school numbers, your MAC number will be sent to you. climatesurveysupport@lakesideit.com. Q15. Can I update the address that was used by a previous administrator to register the school? A. Yes. You may receive your report at any address. The reporting system generates an to the address you specify that includes a link to a downloadable PDF report. If you request an Excel report it is provided as an attachment to the not as a link. If you wish to permanently change the default address contact technical support to update this information. climatesurveysupport@lakesideit.com. Conducting the online surveys Q16. What instructions do I provide to survey takers? A. You can provide survey takers with the following instructions: 1) Go to: 2) Choose a language by clicking either the English or Français button. 3) Enter the survey code and click the "Submit Code" button. 4) Follow the instructions on the survey. Q17. Can students/parents/school staff save their surveys? A. No. Surveys cannot be saved. Q18. Can a survey be completed from home? A. Any survey can be done from any computer with a web browser connected to the Internet. Q19. How long do students/parents/school staff have to complete the survey? Ministry of Education 15

17 A. As the survey administrator, you set the time allotted. You can leave the survey data bank open for completion for any period you like (e.g. one hour, one day, one week). When you click yes to activate the survey access codes, that means the data will be collected until you go back and select no, update statuses and then request report. When you do this, it closes the data bank and that data will come to you in the report option selected (Comprehensive/Filtered). Q20. Can students skip questions when they complete the report? If so, will this skew results? A. Students may choose to skip questions. This will not skew results. All data is shown as a percentage of responses to that question. Q21. Can students return to questions once they have hit the next button? A. Yes. Students can go back and change their answer or fill in a blank response. Q22. Is the Online School Climate Survey Tool available in additional languages? A. No. French and English are the languages available online at this time. Q23. Are there additional languages for the Parent Survey in PDF format? A. Yes. The survey for parents is available in 22 languages (including English and French) in PDF format (hard copy) at: Reports Q24. What does the report of summarized data look like? A. There are two types of reports. In both cases, the report is provided as a PDF document and the look of the report mirrors the layout of the survey itself. The two options are: 1) Comprehensive Report this report will reflect aggregated data from all completed surveys (e.g. grades 4-6 or school staff). 2) Filtered Report this report will reflect aggregated data from the filters selected (e.g. Grade 5 + Girls + Question 5b). In this case, only surveys that match all filters will be included in the report. Excel Option: In addition to the PDF format is the option to receive an Excel document. This option is intended to support more detailed analysis and it can be included along with either a Comprehensive or Filtered report. Q25. What is a Filtered Report? A. You can customize reports by selecting filters. For example, you could select a grade level AND a particular question from the survey before requesting a report (follow stepby-step instructions on page 4). Ministry of Education 16

18 Q26. Can I use filters to customize all survey reports including parents and school staff? A. Yes. All survey reports can be customized. Q27. How do I receive the data report? A. Once the students/parents/school staff have completed the surveys, return to the Online School Climate Survey Tool, click Schools and Boards Enter Here, use your MAC to log in, click on the Reporting and Management tab. Follow the instructions on page 4. Q28. Where is the report sent and how long will it take? A. An is sent to the address on file, unless you have specified a different address when creating the report (see Q15). The contains a link to the report where it can be downloaded. The should be received within an hour but may take longer if the system is busy. Q29. Why don t you include the report with the ? A. The PDF reports are quite large and might be rejected by some systems. Q30. How long will the report be available online? A. Reports are available online for 30 days via the link you received by . You should save the report on your computer. If you haven t saved the report after 30 days, you will need to regenerate the report (i.e., go to the Online Tool and create a new report request). Q31. How do I save the report? A. When you click the report link, depending on the configuration of your computer, the report either opens in your browser window (with an option to save it) or downloads the report to your computer. Q32. What happens to the data if I do not save the report? A. The data remains in the databank and you can regenerate a comprehensive or filtered report at any time. Note: The report you receive is based on the data collected at the time the report was requested. While you are still collecting surveys, each time you create a report, it could produce different results. Q33. If I choose a filtered report option, can I save the report template to regenerate a report? A. Yes. A filtered report template may be saved (without survey data) and used again. You will have the option to save the template before clicking on create a request. Ministry of Education 17

19 Data comparison over time Q34. How can I compare my school s data over time (e.g. twice in one year, year to year)? A. You should use the same date range each time you request a report (e.g. every year from September to May to compare school year to school year). Follow the step-by-step instructions on page 6. Q35. Is there a guide to help me read the report? A. Yes. There are instructions at the bottom of the cover page of the PDF Report you received. See page 12. French-language surveys and reports Q36. What if survey takers complete the online survey in both English and French? Will the two sets of results be merged in a unique report or will I have a report in English and a report in French? A. No matter which language is used to fill out a survey, the multiple choice responses are recorded bilingually. The free text questions record responses as entered and no translation is applied. All free text responses will be included in any report regardless of language (i.e. a French report may include some non-french free text responses and vice-versa). Board roll up Q37. Can school data be rolled up and an aggregated data report be requested at the board level? A. Yes. The Online Tool includes a board roll up function. A board can select one or more schools to report on. Q38. Can a board use filters to create a unique report? A. Yes. Boards can customize their reports by selecting filters, including the number of schools to include in the report. For example, boards can decide to choose a subset of Ministry of Education 18

20 schools and then select a grade level AND a particular question from the survey before requesting a report (follow step-by-step instructions on page 8). Q39. Can boards customize all survey reports, including parents and school staff? A. Yes. All survey reports can be customized on the Online Tool. Q40. What does the board report look like? A. The report mirrors the survey format. However the free text entries found at the end of the survey report may add a substantial number of pages depending on the number of schools selected. The report is also available in Excel format (as it is to the schools). Feedback Q41. I have feedback or comments. Can I send it to someone? A. Yes, please send it to SchoolClimateSurvey@ontario.ca Ministry of Education 19

21 Resources to support implementation and promote a positive school climate Bullying: We can all help stop it Resource for Parents (22 languages) Promoting a Positive School Climate A Resource for Schools Ontario s Equity and Inclusive Education Strategy and Guidelines for Policy Development and Implementation Institute for Education Leadership: Safe and Accepting Schools, an online toolkit for knowledge mobilization and increasing awareness and action: Contains resources, supports, and information to help foster a safe, inclusive and accepting school environment for all Supports implementation of the Accepting Schools Act and related policies Strategies from all four sectors and for all four sectors, and beyond Searchable database Ministry of Education 20