II. Tracking Database The Tracking Database is used to keep track of information about each participant enrolled in the COL/AS+ Project. Native Boys and Girls Club staff who are participating in the project will use this database to determine who needs to take a particular survey, which online chapters or live activities have been completed by a given participant, and how to contact a participant for future surveys. Club staff will be responsible for entering key information into the Tracking Database. It is best to do this as soon as possible after the data are collected on paper. Keeping the Tracking Database up-to-date is important for everyone working on the project. It helps Club staff know what they need to do, it lets University staff track what is happening at each Club/unit. It also provides important information that is key in evaluating the program. Below is a summary of what needs to be entered into the Tracking Database or how the database will be used at each step in the study process. Units doing After-School Science Plus will only perform tasks related to enrollment and surveys. Enrollment (COL and AS+) o Enter consent date and consent form explained by from Guardian Consent Form. o Select current status (survey participation) o Enter information from Youth Enrollment Form. o Enter information from Guardian Information Form. Survey(s) (COL and AS+) o Run a report to see who needs to take the survey (Baseline/first, 3-month, 12- month, and 24-month). o Use this report to get ID for logging youth into survey. o o Passwords will be given to you by University staff. Enter whether youth was logged into survey, refused to log in, refused on assent page, or other (reason unable to take survey). COL online (COL only) o The completion of COL chapters is tracked online and uploaded to the Tracking Database at least weekly by University staff. (No tasks on this for Club staff) o Run a report to see each youth s progress in online COL work. Encourage youth to complete chapters. COL live (COL only) o Run a Live Activity Attendance Report and print it for paper tracking of attendance. o Take attendance at each Live Activity. o Enter attendance date for each enrolled youth who participated in the activity. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 55
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The Tracking Database chapter covers the following topics: A. Logging into the Tracking Database: specific step-by-step instructions (p 57) B. An overview of the Tracking Database: shows the different components of the database (p 61) C. Add a participant: specific instructions for entering (p 67) D. Editing and Adding Data: specific instructions (p 73) E. Running Reports: specific instructions (p 75) F. Procedures for units selected for Circle of Life (p 79) 1. COL online 2. COL Live Activities G. Participants who transfer to another unit (p 82) H. Participants who withdraw from the program (p 89) I. Non-enrolled participants (p 91) 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 57
A. Logging into the Tracking Database PLEASE USE INTERNET EXPLORER AS YOUR WEB BROWSER WHEN ACCESSING THE LINK BELOW. Other browsers such as Firefox or Google Chrome create data issues and do not produce all the screens seen below! Go to the following link to access the Tracking Database: http://caianh.ucdenver.edu/tpp/ This link will take you to the home page (see screen insert below). Click on the words Log In in the upper right corner of the page. You will then see the second screen inserted below where you can enter Account Information. Enter your username and password, then click Log In. Each user (trained Club staff) will be given a login name and password. Please keep this information confidential so that only you have access to your login and password. Usernames and passwords are case sensitive. Please enter capital letters where indicated. IF YOU FORGET YOUR PASSWORD, PLEASE CALL RUTH ARTHUR-ASMAH at her office (303.724.1481) or her cell (720.421.8133). Note: During training, everyone will use the practice login: username=practice password=test2012 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 58
1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 59
After logging in, you will be on the home page. In the upper right corner you will see your login name. Under your name, you will see the Club and Unit with which you are associated. In the screen below, practice is the login name and and Practice Club and Practice Unit are used for the Club and Unit. If you work at more than one unit, you will have a separate login name and password for each unit. This will ensure that you will be working with the right group of participants once you log in. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 60
B. An Overview of the Tracking Database This section will give you a brief tour of all the parts of the Tracking Database. This section does not contain explicit directions for entering specific types of data. Beginning in Section C, the details of data entry are outlined. Once you have logged into the database, you will see the following screen welcoming you to the database: Notice the dark blue/black bar. Here you may select one of three tabs: Home (where you currently are), Participants, or Reports. The Home tab takes you back to home for selecting other tabs. The Participants tab is for adding new participants and for editing or adding information about participants who are already in the database. The Reports tab allows you to run reports to see who needs to take a survey or who has not yet finished a particular reading or activity in a given chapter of Circle of Life The figure on the next page shows the organization of the tabs. Under the Participant tab are other links and screens that let you access information about each participant. The Reports tab lets you access and run reports. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 61
Tracking Database Organization Home Participants Reports Ruth s Number Log in Log out Add (new record) Edit (existing record) Participant Consent First Guardian Second Guardian Survey (participation) Baseline (T1) 3 Month (T2) 12 Month (T3) 24 Month (T4) COL Online Progress Live Activity Attendance Needs Baseline Survey Needs 3M Survey Needs 12M Survey Needs 24M Survey COL (online/live attendance) COL Chapter 1 COL Chapter 2 COL Chapter 3 COL Chapter 4 COL Chapter 5 COL Chapter 6 COL Chapter 7 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 62
1) The Participants Tab When you click on the Participants tab, you will see a screen that lists all the participants who have been entered for your unit. This will be blank when you log in the first time to add the very first participant. Immediately below is an example of what is seen when no records have been entered. Following that is a screen that shows a list of mock participants, that is, what you will see after you have already entered a number of participants. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 63
If there are participants in the database, you will see a table listing all participants (previous page). Four of the column headings in the table are blue and underlined (Youth ID, Last Name, First Name, and Birth Date). o When you click on the heading for these columns, the records will be sorted in order of that field. o If you click on Youth ID, the records will appear in numerical order by ID. If you click on Last Name, the records will be sorted alphabetically by last name. o This will help you to find particular participants when you need to update their information. The first three boxes for each record show the blue, underlined words Edit, Survey, and COL. Each of these is a link that takes you to that particular participant s data. o Edit will allow you to change information in existing records. Four tabs under Edit run across the top of the screen. Participant information such as name, gender, date of birth, unit where enrolled, and current unit. Consent information such as date of guardian consent, youth assent, and current status (withdrawn, lost to follow up, etc.). First guardian information such as name, address, and phone. Second guardian information such as name, address, and phone. o Survey will take you to a screen showing the dates that each participant has taken a survey. There is a tab for each administration of the survey. You will enter whether you logged in the youth for that survey here. The date the surveys were taken will be uploaded directly from the survey data. Only the Baseline survey has the assent date. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 64
o COL will take you to the dates for each reading and activity within each chapter of COL. There is a tab for each of the 7 COL chapters. These dates will be provided to us by the company that developed the COL online program and uploaded on a weekly basis. Add Participant Click on Add on the heading line to add someone new to the database. The layout of the screen is similar to the Youth Enrollment Form. SAVE IT IS EXTREMELY IMPORTANT TO SAVE DATA BY CLICKING ON THE SAVE BUTTON AT THE BOTTOM OR TOP OF EACH SCREEN BEFORE YOU MOVE TO ANY OTHER TAB OR SCREEN. MOVING WITHOUT SAVING WILL RESULT IN LOST DATA. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 65
2) The Reports Tab When you click on the Reports tab, you will see a drop-down menu that lets you select from several reports available. Six reports are available to help Club staff determine what participants may need to do. Two are related to participation in Circle of Life and 4 are related to survey participation. Clubs that are doing After-School Science Plus will only use the 4 survey reports. 3) Data uploaded from Other Sources On a regular basis, some data will be uploaded to the Tracking Database by UCD staff. You will be able to view these data, but you will not be able to change anything. These data are shown in a grey box. We refer to these fields that are not accessible by Club staff as System Administrator fields. The date each survey was taken The date the assent was done The date a COL chapter was completed Respondent compensation information on each survey tab 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 66
C. Adding a Participant: beginning the data entry process It is important that every youth who participates in the study activities has permission from his/her guardian. This permission must be in the form of a paper Guardian Consent Form. In addition, the parent or guardian of each participating youth will fill out a Youth Enrollment Form that contains information about the participant, and a Guardian Information Form that contains information about the parent/guardian. Review Forms Before beginning data entry, look over the forms. Check that each form has a Youth ID label on it and that it is the SAME number on all 3 forms (consent, enrollment, information). Check that the date of birth falls within the appropriate range. If it does not, check with the guardian or Club records to see if the youth meets the age criteria for the study. Data Entry Log into the Tracking Database using instructions in Section A above. Select Participants from the Home screen Click Add on the top of the white portion of the screen. It is in blue letters. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 67
Below is the Add a New Participant screen you will see after clicking the Add tab. This screen is similar to the Edit screen (shown later), but the title at the top shows you where you are. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 68
Start by entering information from the Youth Enrollment Form. o Youth ID is entered twice to avoid typos o Alternate name can be a nickname or other name that parents call the youth o Gender defaults to Female, so be sure to select Male for all the boys. o If the guardian selected more than one ethnicity and one was Native American/American Indian, please select Native American from the list. The database only allows the selection of one ethnicity. Note: Youth will be able to select multiple ethnicities in the survey. o You must enter the slashes between month, day, and year for birthdate. Please note the format indicated on the screen above (mm/dd/yyyy). o Only a very specific birthdate range is allowed in this project to ensure youth are at least 10 and no older than 12 on Sept 17, 2012. If the youth has a birthdate that is not within this range, check Club records or contact the guardian to see if there is a mistake on the form. You cannot save the record if the birthdate is not in that range. o You will not be able to enter the password, just skip over that field. At the bottom of the screen, fill in the date of consent and select a name from drop down list for consent explained by which can be found on the Guardian Consent Form. Current status should be selected (survey participation). Click SAVE located at the top or bottom of the screen before moving to another tab. This will automatically take you to the Edit Enrollment Information link/ Participant tab. At the top of this screen, you will see the youth s name and Youth ID. Here you should see all the participant information that you entered. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 69
You can then click on the Consent tab. You should see the consent date, consent explained by, and the current participation status these were entered on the previous screen. If you don t see data in those fields, fill it in. It may mean that you forgot to save on the last screen. On the right side, select Survey Participation under Consent Status. The other fields may be used later if a guardian decides to withdraw his/her child from the study. This will also appear on the Add screen not currently there. Click SAVE located at the top or bottom of the screen before moving to the next tab. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 70
Click the First Guardian tab to enter information from the Guardian Information Form. o For male guardians, be sure to select Male for the Gender field. o Select today s date for the Address Entered Date Field. This helps us to know when the information was last updated. o Directions to home could contain a brief description of where the village or housing group is where the family lives. o You must type in dots or dashes for Phone numbers field (303.724.1481 or 303-724-1481), it does not default to that format. o The Comment field on this screen or any screen can be used to make notes of anything of interest--for example, that the family plans to move soon or the youth is moving to another Club or unit. o The contact information at the bottom of the screen is NOT the guardian s contact information. Instead, it is information that will let us get in touch with someone who will always know where the guardian or the youth participant resides. This helps us to find youth for the surveys that take place one or two years in the future. Click the SAVE or UPDATE button before moving to the Second Guardian tab. Select the Second Guardian and enter any data from the form in the same manner as the first guardian. In some cases, there will not be any information for a second guardian. Click the SAVE or UPDATE button before moving to any other tab. Entering data on the four tabs listed under Edit Enrollment Information (Participant, Consent, First Guardian, Second Guardian) completes the enrollment of a participant. Other data will be entered and uploaded to track the progress of the participant. In addition, you may need to make changes to the information stored under these four tabs, such as a new phone number, address, or who the youth stays with (see next section). A participant may also be withdrawn, and that will need to be changed on the Consent tab (withdrawal procedures are covered later in this manual). 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 71
Below is an image of the Guardian Tab of the Tracking Database. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 72
D. Editing and Adding Data Throughout the implementation of Circle of Life or After-School Science Plus, you may find that you need to update the information for a particular participant. For example, you may need to change a phone number or address. Click on the Edit Enrollment Info link to the left of the participant s name. This places you on the participant tab and gives you access to several other tabs: Consent, First Guardian, Second Guardian. You may edit the data in any of the fields that are not System Administrator fields. System Administrator fields may appear grey on your screen. Click the SAVE or UPDATE button found at the bottom or top of the screen before moving to another tab. *************************************************** IF YOU MOVE FROM THIS PAGE WITHOUT SAVING, ALL NEWLY ENTERED DATA WILL BE LOST. *************************************************** 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 73
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E. Running Reports for Survey Administration 1. The Baseline Survey Report A number of reports can be generated from the Tracking Database. The first one you will select creates a list of youth who have guardian consent to take the survey. This report is titled Need to Complete Baseline Survey. On the home screen select the Reports tab from the dark menu bar. Click on the arrow to get a display of the reports. Select the Need to Complete Baseline Survey report. Click the Run button to the right of the menu. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 75
You will then see the results on the screen. Sort the report by the desired field by clicking on the column headings. Sorting by last name before printing may make it easier to look up a participant on the list to get his/her Youth ID for log in. Print this screen using File, Print (upper left corner of browser bar), or Ctrl P). This will print one page at a time. If there are multiple pages, you will need to click 2 at the bottom of the screen to bring up the second page. Then use File, Print to print the page (or Ctrl P). You must repeat this for each page. This report can be run multiple times. Each time it is run, it will only show youth who have not yet had a survey date uploaded from the survey data. Uploading of data will be done at least weekly. More often when there are lots of surveys taking place. You will be able to tell if you logged a particular youth in and entered the data into the Tracking Database (instructions below #4) by whether the Status field is filled in. See Appendix F for an example of the report. 2. Printing a report Any report on your screen can be printed by simply selecting File and Print if you are using Microsoft Windows. Or use Ctrl P. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 76
3. Using the report to track youth Survey Status for the Baseline survey Note: Details for logging a youth into the survey may be found in Chapter III Part 2 Technical Procedures. It is important to clearly understand the process to accurately log survey participation. A youth participant may refuse to take the survey in two ways--either by letting you know before s/he even sits at the computer or while s/he is reading the assent page at the beginning of the survey by selecting I do not want to participate. This second way of refusing only occurs in the Baseline survey. On the paper copy of the Need Baseline Survey Report, you will need to keep track of whether the youth sat down to take the survey (S), s/he refused to sit down (R), or if you were unable to have the participant log in (O=Other). Other may become more common for the 12-month and 24-month surveys but may happen at the Baseline and 3-month survey too. Under the STATUS column of the report, you will write S, R, or O to indicate whether the youth was logged into the survey, s/he refused, or some other reason the youth did not take the survey, such as you could not locate that participant. If you select Other, you will also need to type in a reason why the participant could not take the survey under the Other Status Comment field. You can write in what you think is important for us to know. Some examples might be hospitalized, sick, moved away. In addition, for the purposes of Respondent Compensation, you will need to track whether this participant completed at least some portion of the survey. The survey section of Part 2--Technical Procedures gives detail on this (p 93). Under the status column of the Need Baseline Survey Report, you will cross out an S and change it to an R if you see that a participant chose, I do not want to take the survey on the online assent. Only those with an S meaning they did some portion of the survey will get Respondent Compensation. Some youth will not be able to finish the survey in one sitting. If a youth stops the survey, but would like to finish on another day, that is fine. It is preferable to get a fully completed survey from as many participants as possible. In order to track who stopped, but wants to come back and finish the survey, write an I for incomplete on the paper report (you do not need to enter this in the 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 77
database). When the youth finishes the report, you may change that to an S and give that participant RC for doing the survey. 3. Entering survey status after logging youth into the survey Comment [KE1]: If staff have time, they can do this to make reports current, but are not required to do this. See addendums and corrections Log into the Tracking Database in the usual manner (using your username and password). Click on Participants tab on the Home screen. Click on Survey tab in the row for the ID for which you are entering data. You may sort the list of participants by clicking on Youth ID at the top of the list. Initially you will be on the Baseline Survey tab. (In the future, you will need to move to the other survey tabs for accurate record keeping.) Go to the Survey Status field and click on the down arrow to see the field choices. Select the choice that reflects what has been written under Status on the paper copy of the report. (Do not enter Survey Status for youth who have an I for incomplete survey.) Click on the Update button on the bottom or top of the screen to save the data. If you do not click on UPDATE, the status will not be saved. See page 91 for an image of the Survey screen in the Tracking Database. There are 6 reports available to assist with participant tracking. The four related to surveys will function in the same way that was described above for the Baseline survey. For subsequent surveys, there is not an assent screen. This means once a youth is logged in and begins the survey, there is not a place to refuse. Of course, youth can stop taking the survey at any time. They should be encouraged to finish the survey at a later time if possible. Two other reports listed are related to the COL program and are covered in the next section. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 78
F. Tracking Program Participation for COL Units 1) Tracking Circle of Life Online Progress The COL Online Progress report will give you a list of participating youth and the dates they have finished each of the online chapters. You can use this to encourage participants to complete chapters they have not yet finished, so they are on track with the rest of the group. Club staff do NOT enter this information. It will be uploaded weekly directly from the COL online program. On the Report tab in the Tracking Database, you will find a report titled COL Online Progress. Highlight the report name and click RUN. You can print the report using the same method outlined earlier in this manual. (File/print or Ctrl P) 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 79
2) Tracking Live Activity Sessions The research design requires that we track which of the enrolled youth have participated in the various live activity sessions. The report called Live Activity Attendance gives a list of youth who have completed the Baseline survey. The report will list the various Chapters across the top and the youth names down the first column. The first time you print it, the boxes on each row will be blank. At each session, you will write the date each individual participated in the live activity session for a particular Chapter. After the session is over, you will be asked to go into the database and enter the date for each participant. If you run the report again, the dates you have entered will show on the report. Go to the Report tab in the Tracking Database. Select the Live Activity Session Attendance report. Click Run 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 80
Print the output (File, Print or Ctrl P). If there are multiple pages, you will need to print each page separately. Take attendance for live activity session on paper report. Log back into the database after session is over. Select COL link (underlined) for the first person on the paper Live Activity Attendance report. Select the COL Live Activity Date for the appropriate chapter. Each chapter has a separate tab. Repeat date entry for each participant who attended the session. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 81
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G. Tracking Participants Who Transfer to Another Unit or Are Hard to Locate Once a participant is enrolled in the program (consent form filled out and entered into the Tracking Database), it is important to keep track of that individual and monitor what parts of the program s/he completed. In previous sections, procedures for tracking survey participation, COL online progress, and COL live activity session attendance were presented. In the following sections, procedures for more unusual cases will be presented. Throughout the course of the project, you may encounter several different scenarios. 1. The youth stays at the unit where s/he enrolled and does the program and surveys at this unit. 2. The youth begins attending another unit. In this case, his/her information must be made available to the new unit. 3. The youth is unable to participate in some portion of the project. 4. The youth cannot be located at all. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 83
Youth may move around or will not be found at different time points throughout the project. The situation may be handled differently depending on how much of the program/project they have already completed. The following are important project time points. o Baseline survey is over. o COL or AS+ is in progress. o COL or AS+ is completed. 2. Updating the Tracking Database a. As outlined previously in this manual, Club staff will update the Tracking Database as each participant who has a consent, takes the Baseline survey. Toward the end of the survey period, let University staff know about any youth that have consent, but are difficult to find or have been unable to take the survey. b. If the youth takes the Baseline survey but does not show up for the program, please try to find out where s/he is. This may be an ongoing process as you try to locate the youth. Make a note in the Youth Non-Participation Comment field of the consent tab. This note can be updated as you find out more information or the situation changes. DO NOT ENTER A WITHDRAW DATE OR REASON. Withdrawing a participant is discussed in the next section and can only be done by the guardian. o During the weekly calls between Club and University staff, let University staff know the status of any youth that are not showing up for the program. o The Live Activity Session Attendance report will provide information about youth who do not attend the sessions. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 84
c. If you find out a youth is attending another Club or Unit at any time, Please contact Ruth (303.724.1481) if a participant has changed Units or Clubs. Ruth will change the unit associated with that youth, so that s/he shows up in the reports of the unit where s/he is currently attending. During the 7-12 weeks that the program is taking place, it is important for us to make sure that youth who transfer to a new unit and who began with AS+ do NOT begin doing COL activities at the new unit. This is to ensure that the comparison group (AS+) does not also get information from the COL program. This is called contamination and would make the statistical comparisons less accurate. If the youth moves from a unit that is doing AS+ to another unit doing AS+, s/he can continue with the program at the new unit. o The new unit will be responsible for having this youth take the surveys as scheduled and entering this information in the Tracking Database. If the youth moves from a unit that is doing COL to another unit doing COL, s/he can continue with the program at the new unit. o The new unit will be responsible for having this youth take the surveys as scheduled and entering this information in the Tracking Database. o The new unit will begin monitoring COL Live Activity Attendance. If the youth moves from a unit that is doing COL to a unit that is doing AS+, that youth is welcome to do the AS+ activities or any other programs currently being done at the new unit. o The new unit will be responsible for having this youth take the surveys as scheduled and entering this information in the Tracking Database. If the youth moves from a unit that is doing AS+ to a unit that is doing COL, S/HE MAY NOT BEGIN DOING THE COL ACTIVITIES--- neither the online portion nor the live activities that are scheduled. o The new unit will be responsible for having this youth take the surveys as scheduled and entering this information in the Tracking Database 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 85
Program Participation When Youth Transfers to a New Unit Unit Enrolled New Unit Program Participation COL COL = Continue with COL Participation AS+ AS+ = Continue with AS+ Participation COL AS+ = May Participate in AS+ AS+ COL = May NOT participate in COL 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 86
Even after the program activities have been completed, it is still important to let Ruth know if a youth begins attending another unit. This is especially true when it gets closer to the time of the surveys. We want to make sure the youth has the opportunity to complete a survey (and get paid) at his/her current unit. Call Ruth directly to let her know about the Unit/Club change or let University staff know during weekly calls. Youth who cannot be located during the program.. Enter a comment in the Tracking Database (Youth Not Participating field). An effort to figure out if they are attending another club should be made. Youth Who Cannot be located at Surveys At the time of each survey, an effort will be made by Club staff to locate the participant. If the participant cannot be located or has not transferred, Club staff will indicate this in the Survey Status field by selecting other. In addition, an explanation for Other should be entered in the Survey Other Text field. Comments may be sick or hospitalized or moved. At the time of the following survey, Club staff will again attempt to find the youth. There may be many different circumstances with the participants who begin participating in this project. If you are unsure about how to handle the situation, please discuss it during your weekly calls with University staff or call any of the staff listed in Appendix B to talk about the issue. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 87
1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 88
H. Withdrawn and Non-participating Youth Guardian Withdraws Youth Participant Consent to participate is given in writing by the guardian. Assent for participation is given online by the youth. The consent can be withdrawn at any time during the program and surveys. If a guardian withdraws his/her child, there are some specific procedures to follow so that it is documented. See Part 1 General Procedures, Chapter III, Section H. If the guardian lets you know they no longer wish to have their child participate, we must withdraw the youth and make sure that s/he no longer participates in the project process. Some guardians may wish to have the youth do only the program and not participate surveys. This would be a similar situation to the non-enrolled youth who take part in program activities. (See Section I.) Select Participants Click on the Edit Enrollment Information Go to the Consent Tab Select Withdrawn in the Current Status field Enter the date from the Withdrawal Form in the Withdraw Date field Go to the Withdrawn Reason field and type in the reason for withdrawing (if there is one). 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 89
Youth Who Wish to Stop Participating Youth can decline to participate in any part of the project (survey, online program, live activities) at any time. Youth who say they do not wish to do some part or all of the program are considered to be different from youth whose guardian has withdrawn them. Once the youth takes the Baseline survey, Club staff should continue to invite them to take part in live sessions and surveys. If the youth participant says s/he no longer wishes to participate in the COL or AS+ program. Find out what part of the project s/he no longer wishes to do (AS+ live activities, COL online, COL live activity). In the case of the programs, youth may want to skip a single session. Continue to invite her/him to participate in the program at other times. Document this on the Consent tab in the Youth Non-Participation Comment field When youth do NOT want to do the survey. Tell the youth that no survey means no compensation. Tell youth that if s/he does not take the Baseline survey, s/he will not be eligible to take other surveys and will not receive any RC. Not taking the Baseline survey means the youth can only participate in the program sessions as a non-enrolled youth. Mark outcome on the appropriate survey report. Enter information into the Tracking Database, Participant tab, Survey tab, in the Survey Status field (refused) and explain why in the Survey Other Text field as shown previously in the Report Section of Chapter II of Part 2 of this manual. Sometimes youth change their minds about participating. We will ask all enrolled youth (with a consent form and a Baseline survey) if they want to take a survey at each survey time (3-month, 12-month, 24-month) even if in the past they have said they don t want to take any more surveys. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 90
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I. Non-enrolled Youth Who Participate in the Program It is important to note that some youth may participate in the COL or AS+ programs without being enrolled in the project. They will be assigned a special Youth ID if they are in a COL unit so that they can log into the online portions of the COL. These youth will not and cannot be tracked in the database. See Part 1 General Procedures, Chapter III, section I for more details. 1/23/2013 COL/AS+ Procedures Manual Part 2 Technical Procedures Page 92