Frequently asked questions:

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1 Frequently asked questins: Standardized pre/pst surveys fr grw grant results Versin 2.0 May 10, 2017

2 Cntents HelpDesk Cntact Infrmatin... 2 General Questins... 2 Why is OTF using these surveys?... 2 Wh is required t administer these surveys?... 2 What s in it fr grantees?... 2 Hw will OTF use these evaluatins?... 2 Hw did OTF chse these surveys?... 3 The survey desn t seem applicable t my prgram. Can I alter it, r use a different survey? 3 Is it mandatry fr rganizatins t distribute the surveys?... 3 Is it mandatry fr participants t cmplete the surveys?... 3 Hw is OTF prtecting the privacy f prgram participants?... 3 What happens with the results?... 4 We already ask ur participants r caregivers t fill ut a lt f frms and infrmatin. Hw can we explain why it s imprtant t fill ut the surveys?... 4 Survey Administratin... 4 Hw d we get started?... 4 Wh can we cntact if ur survey prtal is nt wrking?... 4 Can we preview the survey withut saving the data?... 5 Is it mandatry t cmplete all questins listed in the survey?... 5 Can we get paper cpies f the survey?... 6 Are there French cpies f the survey?... 6 Are there surveys in ther languages? Sme f ur rganizatin participants d nt speak English r French What if my prgram participants have language r literacy issues?... 6 Can a staff member cmplete the survey in lieu f a participant r parent?... 6 If the survey is annymus, why are there demgraphic questins at the end f the survey? 7 What is the Participant ID field at the end f the survey?... 7 Is it mandatry t cnduct the mid-pint survey?... 7 D pst-prgram surveys need t be cmpleted right away?... 7 Is there a maximum fr hw many surveys shuld be administered?... 7 Frequently Asked Questins: Standardized Pre/Pst surveys fr Grw Grants 1

3 HelpDesk Cntact Infrmatin: If yu need help with the Evaluatin Prtal, please cntact Frum Research: Phne: Additinally, Frum Research can assist yu if yu are unsure f hw t administer yur surveys. As research experts, Frum Research can help yu t determine the best way t achieve the highest pssible respnse rates frm yur prgram participants. General Questins: Why is OTF using these surveys? OTF s Investment Strategy embraces an utcmes-based funding apprach. T increase ur impact in the cmmunity, we are fcusing ur investments n specific Pririty Outcmes and Grant Results. T understand if ur investments are resulting in the intended changes in cmmunities, OTF requires sme Grw grantees t use standardized survey tls with their prgram participants. The infrmatin gathered will help OTF understand the impact f its investments. OTF is cmmitted t cntinuus learning and develpment f ur utcmes measurement apprach t granting. We welcme yur input and feedback. Wh is required t administer these surveys? Grantees that have selected ne f the 13 Grant Results listed here are required t administer pre- and pst-surveys. What s in it fr grantees? The survey respnses that yu cllect will help yur rganizatin tell the stry abut yur individual prject and the impact it is having in yur cmmunity. We ve used this apprach with sme f ur ther funding prjects, and grantees have experienced many benefits. Yu can use the data t make imprvements t yur prgram and track prgress n yur impact ver time. The data that yu cllect may als help yur rganizatin leverage funding frm ther surces t supprt the prgram in the future. Yu are encuraged t develp a separate, cmplementary evaluatin which is specific t yur prgram. Hw will OTF use these evaluatins? OTF will analyze the survey results at an aggregate level, t learn abut OTF s verall impact thrugh its funding. The fcus will be n the impact achieved fr each Grant Result, rather than the impact f any single grantee. Frequently Asked Questins: Standardized Pre/Pst surveys fr Grw Grants 2

4 Hw did OTF chse these surveys? OTF reviewed ver 300 validated and published surveys against several criteria, including reliability, validity, length, ease f use and fit with Grant Result. The selected surveys were deemed t have the best verall fit with the desired change OTF wants t see in cmmunities, as utlined in each Grant Result. The surveys have als prven t be reliable and valid; sme are used thrughut the wrld. The survey desn t seem applicable t my prgram. Can I alter it, r use a different survey? N, the surveys are standardized and cannt be altered. While the survey might nt relate t yur prject s specific activities, they measure prgress tward the utcme yu cmmitted t achieve (i.e. the Grant Result). Since each survey was carefully selected t measure each Grant Result, prjects that are well aligned with their Grant Result shuld typically find a gd fit with their assigned survey. Because OTF funds many different prjects that share the same Grant Result, the use f standardized measurement tls enables OTF t track prgress using a cmmn metric. Yur rganizatin s cntributins are extremely imprtant. Is it mandatry fr rganizatins t distribute the surveys? Yes. Grantees are required t distribute the surveys, and must apply a reasnable effrt t achieve as high a respnse rate as pssible. Reasnable effrt includes, but is nt limited t, allcating time and resurces, dcumenting invitatins and reminders, explring ptins t increase respnse rates, and taking steps t cntact Frum Research and OTF when barriers are encuntered. Is it mandatry fr participants t cmplete the surveys? N. The cmpletin f these surveys is cmpletely vluntary. If the participant is under 18 years ld, yu may need t get a parent s r guardian s cnsent. We recmmend including infrmatin abut the survey in prgram enrlment dcumentatin prvided t participants when they sign up. It is imprtant t cllect data in an ethical manner, and t ensure that all survey participants prvide infrmed and vluntary cnsent. Hw is OTF prtecting the privacy f prgram participants? All data cllected thrugh the surveys is annymus. OTF cannt access yur upladed list f participants nr their addresses. Frequently Asked Questins: Standardized Pre/Pst surveys fr Grw Grants 3

5 What happens with the results? Yu will be able t access yur annymized survey results. These results may help yu assess and learn abut the impact f yur prgram activities. T access yur results, lgin t the Frum Survey Prtal, and click n the tab n the left f the prtal titled Reprting. Lk fr the Exprt buttn, lcated at the tp right f the bar chart. Click n the Exprt buttn t dwnlad the survey data. Fr a descriptin n hw t make sense f yur results, please watch the webinar. Fr its wn learning, OTF will be aggregating the results frm all the participant surveys fr a given Grant Result, t understand the impact that ur investments are having in cmmunities acrss Ontari. We already ask ur participants r caregivers t fill ut a lt f frms and infrmatin. Hw can we explain why it s imprtant t fill ut the surveys? Yur OTF-funded prject is helping t tell a larger stry abut the changes that are happening in cmmunities acrss Ontari due t OTF granting. Yur survey data will be included with survey data frm thusands f peple acrss the prvince t help tell that stry. Als, the results will help OTF learn abut what wrks, and what desn t, which will feed int OTF s wn evaluatin f its current funding prgrams. Survey Administratin: Hw d we get started? The yu just received gives yu an verview f the surveys, the English and French user manuals fr an nline prtal fr managing the surveys, username and temprary passwrd fr the prtal, and details fr an rientatin webinar. Upn lgging int the prtal fr the first time, yu will be asked t answer sme questins that will help set up yur use f the standardized surveys. This will help identify the type, length and frequency f yur prgram, and determine when and hw ften participants will be surveyed. Prgrams that are 12 weeks r lnger will have a survey administered t participants at the beginning (pre-survey), middle (mid-survey) and end f the prgram (pst-survey). Even thugh yur prgram may nt start right away, it s a gd idea t familiarize yurself with the survey, and plan accrdingly. Wh can we cntact if ur survey prtal is nt wrking? Please cntact the Frum HelpDesk if yu require assistance with the Evaluatin prtal. Frequently Asked Questins: Standardized Pre/Pst surveys fr Grw Grants 4

6 Can we preview the survey withut saving the data? Yes, yu can g thrugh as many practice (test) surveys as yu like and the data will nt be saved. We encurage yu t g ver the survey t get an idea f what the survey is assessing. That way, yu can help prgram participants with any questins they may have. T access the test survey, lg nt the Evaluatin prtal and g t the Grantee Settings tab n the left. On the Grantee Settings page, yu will see a green buttn under the Survey Type clumn labelled Test. Clicking n this buttn will pen a new survey windw, where yu can g thrugh the survey as wuld a prgram participant. There is n limit t the number f practice surveys yu can d, and the data will nt be saved. Yu can als view the vide explanatin. Is it mandatry t cmplete all questins listed in the survey? Yes. All questins are mandatry except fr the demgraphic questins. Participants may select the Nt Applicable respnse ptin if they prefer nt t answer a questin. Hwever, it is imprtant that all survey participants select a respnse t every questin t ensure that OTF has reliable data. What if my prgram participants d nt have access t ? While is the mst cnvenient methd f inviting survey participants, there are ther ptins available t cmplete the surveys. Yu can chse any cmbinatin f these alternative methds belw t encurage prgram participants t cmplete the surveys: Set up a cmputer in a cmmn area which has a direct link t the surveys. Yu can ask participants t drp by this cmputer t cmplete the survey. Use a tablet t administer the surveys. This culd be passed arund during yur prgram and yu wuld ask participants t cmplete the survey at sme pint befre, r after yur prgram. If yu wuld like t use this methd and d nt have tablets available, please cntact the Frum HelpDesk t brrw a tablet. Cnduct the surveys in an interview frmat. This wuld require ne f yur staff r vlunteers t read the questin and respnse ptins alud t the participant, and recrd their answers. Staff can pen the manual survey link n a cmputer, tablet, r their smart phne, and walk yur participants thrugh the survey. If yu prceed with this ptin, we recmmend yu intrduce yur staff t the survey befrehand. Yu can view yu survey thrugh the Test Link in the Evaluatin Prtal which is in the Grantee Settings sectin. Frequently Asked Questins: Standardized Pre/Pst surveys fr Grw Grants 5

7 Can we get paper cpies f the survey? Yes. We ve learned that the easiest way t fill ut the surveys is t use the nline Evaluatin prtal. Hwever, we knw that smetimes grantees will need t use paper cpies f the surveys. If yu d need paper cpies, please cntact the Frum HelpDesk t ask fr cpies and let them knw hw many cpies yu think yu will need. If yu use paper cpies, yu will need t cllect the cpies and enter them manually int the Evaluatin prtal. This takes mre time and pens up pprtunities fr errrs, s please cntact Frum Research and the Frum HelpDesk will wrk with yu t see if there is a way fr yu t use the nline Evaluatin prtal t administer the surveys. Are there French cpies f the survey? Yes. The nline surveys are prvided in bth English and French. Additinally, we als have paper versins f the survey in bth languages. Are there surveys in ther languages? Sme f ur rganizatin participants d nt speak English r French. Sme, but nt all, surveys have been translated and validated in ther languages. Please cntact t yur Prgram Manager, r Frum Helpdesk t check if there is a survey available in a language ther than English r French. What if my prgram participants have language r literacy issues? In this case, we recmmend cnducting the surveys in an interview frmat. This wuld require ne f yur staff r vlunteers t interview a participant and assist with understanding the questinnaire. Staff members can pen the manual survey link n a cmputer, tablet, r their smart phne, and walk yur participants thrugh the survey. If yu prceed with this ptin, we recmmend yu intrduce yur staff t the survey befrehand. Yu can view yu survey thrugh the Test Link in the Evaluatin Prtal which is in the Grantee Settings sectin. Can a staff member cmplete the survey in lieu f a participant r parent? Yes, if it is easier r mre cmfrtable fr staff member(s) t wrk with the participant t fill ut the survey. Please instruct yur staff members t cmplete the surveys thrugh an interview style cnversatin where yur staff member wuld ask yur participants the questins and recrd their answers. The first questin f each survey asks if the survey is being self-administered r staff-administered. Frequently Asked Questins: Standardized Pre/Pst surveys fr Grw Grants 6

8 If the survey is annymus, why are there demgraphic questins at the end f the survey? At the end f each survey, there are sme ptinal demgraphic questins (and a matching questin) that OTF encurages participants t fill ut. The answers t these questins will help us get a better understanding f the impact OTF is having n different demgraphic grups (i.e. gender and age). As well, the answers t these questins can assist with matching pre- and pst-survey respnses, which will prvide us with a mre accurate understanding f the impact that prgrams are having. What is the Participant ID field at the end f the survey? At the end f each survey, there is a field titled Participant ID. Sme Grantees use their wn cdes t track their prgram participants. The Participant ID field can be used t write dwn these cdes fr each participant. This is an ptinal field that can be filled in, which will help OTF match pre- and pst-surveys. At n pint will OTF r Frum be able t match a Participant ID with any persnally-identifying infrmatin. Is it mandatry t cnduct the mid-pint survey? The mid-pint survey is nt mandatry. It is generally being used fr prgrams that run 12 weeks r lnger. D pst-prgram surveys need t be cmpleted right away? N. Pst-surveys can be dne up t a few mnths after the prgram, t give participants/guardians enugh time t bserve any changes that the prgram may have had. Pst-surveys are required fr all prgrams that have a set schedule f prgramming. Is there a maximum fr hw many surveys shuld be administered? The maximum number f surveys that shuld be administered is 1,200. If yur rganizatin has mre than 1,200 participants, please try and select randmly. Due t the nature f the evaluatin prcess, it is difficult t predict hw many participants per day need t be invited t the evaluatin prcess. As such, we suggest that yu try t initially achieve as many respnses as pssible, and if yu are reaching the 1,200 limit rapidly, then yu can scale back yur effrts and begin randmly selecting prgram participants. If yu have any questins abut achieving this limit r hw t select participants randmly, please cntact Frum Helpdesk. Frequently Asked Questins: Standardized Pre/Pst surveys fr Grw Grants 7

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