G-SHPPS - World Health Organization, South

Global School Health Policies and
Practices Survey (G-SHPPS)
Survey Implementation Workshop
Workshop Goal
Build the capacity of countries to plan and conduct
G-SHPPS
Workshop Agenda
G-SHPPS Roles and Responsibilities
Part 2
Roles and Responsibilities
WHO Headquarters and Regional Offices
US Centers for Disease Control and Prevention (CDC)
Ministries of Health and/or Education
Steering Committee
Survey Coordinator
Role of WHO Headquarters
Facilitate G-SHPPS through coordination with Regional
Offices and other WHO and UN programmes
Develop partnerships, disseminate data, and ensure
capacity building and political commitment
Mobilize resources, funding, and training
Initiate the G-SHPPS process within each Region
Role of WHO Regional Offices
Identify countries that are ready to implement G-SHPPS
Liaise with countries to identify Survey Coordinators
Provide overall guidance on planning and coordination
of surveys
Coordinate workshops for Survey Coordinators
Coordinate technical support to sites
Coordinate government and agency activities at the
regional level
Develop a regional strategy to improve school health
policies and practicing using G-SHPPS data
Role of CDC
Prepare and format G-SHPPS questionnaires
Draw the sample from the sampling frame
Prepare answer sheets for in-country duplication
Process data – scan, clean, edit, and weight
Produce a cleaned, edited and weighted data set, code
book, detailed data summary, and fact sheet
Facilitate Survey Implementation and Data Analysis and
Reporting Workshops
Role of Ministry of Health and/or Education
Determine country interest and readiness to conduct
G-SHPPS
Commit resources to G-SHPPS
Appoint a Steering Committee and Survey Coordinator
Sign the Data Release ad Publication Policies and
Procedures document
Conduct the survey and complete the report in a timely
manner
Use G-SHPPS results for improving school health
policies and practices
Role of Steering Committee
Provide support and guidance throughout G-SHPPS
process
Assist with sampling strategy
Encourage school and student participation
Apply G-SHPPS results to improve school health
policies and practices
Steering Committee Membership
Ministry of Health
Ministry of Education
Other government agencies
National non-governmental agencies
Survey Coordinator (usually serves as the Chair)
Others with expertise in survey research, the
educational system, and school health policies and
practices
Role of Survey Coordinator
Serve as a member of the Steering Committee
Attend the G-SHPPS Survey Implementation Workshop
Determine the sample design
Create the sampling frame and provide to CDC
Determine when to conduct the survey
Arrange for the questionnaire to be translated and pilot
tested
Receive the sample and tracking form from CDC
Role of Survey Coordinator (continued)
Obtain supplies and materials
Distribute questionnaire, answer sheets, and other
materials to school principals
Follow-up with non-responding schools
Complete the Survey Tracking Form
Ship completed answer sheet and the Survey Tracking
Form to CDC
Analyze data and produce a G-SHPPS report
G-SHPPS Questionnaire
Parts 3 and 4
G-SHPPS Questionnaire Content
152 total questions
– General school information - 8
– Healthy and safe school environment - 39
– Health services - 36
– Nutrition services - 26
– Health education - 28
– Physical education – 15
Glossary at end
G-SHPPS questionnaire is NOT modifiable at this time
General School Information
Job title of respondent
Enrollment
Number of staff
Grade level
Type of school
Healthy and Safe School Environment
Hygiene
Violence and bullying
Tobacco use
Alcohol use prevention
Illegal drug use prevention
Sun safety
Pest control procedures
Crisis preparedness and response
Pregnancy students
Health Services
Student health records
Immunizations
Screening
School health service professionals
Facilities and equipment
Health services for students
Nutrition Services
School meals
Meal preparation at school
Nutrition services coordinator
Nutrition services environment
Foods available at school
Instruction on Health-Related Topics
Structure of health-related instruction
Content of instruction
Physical Education and Activity
Physical education instruction
Facilities and equipment
Physical activity clubs and competitive sports
Answer Sheets (10-9)
Two ways to obtain answer sheets
Order from CDC – must be 4 weeks in advance
Produce in country – from file emailed from CDC – MUST BE
DOUBLE-SIDED
Enough for each school sampled plus a second mailing to
half the original sample
Fill in school ID – from Selected Sample School List
Right justify school ID, use a number 2 pencil, print carefully
Fill in school name and school address
Leave “Name of person completing form” blank
Translation
Responsibility of Survey Coordinator
Should be done by one person and then back-translated
by another person
Compare the meaning of the 2 versions to ensure
comparability
Maintain the meaning of words and phrases
Pilot Testing
Responsibility of Survey Coordinator
Conduct pilot test as soon as translation is complete –
allow enough time to make adjustments as needed
Use a small group of primary and secondary school
principals and head teachers to make sure they
understand and can respond to the questions
Pilot Testing Process
Explain purpose of G-SHPPS
Give each principal and head teacher a copy of the
questionnaire and answer sheet
Have them complete the questionnaire on their own
Ask the following questions:
Did any questions make you feel uncomfortable?
How clear was the intent of the questions?
Did you know what was being asked?
How could we make it clearer?
How many questions would require help from other school staff?
Thank them for their participation
Preparing the Sample
Part 5
G-SHPPS Sample
The quality and usefulness of your G-SHPPS depend
largely on the procedures you use to select schools to
participate
Responsibility of Survey Coordinator
Sample Design
Target schools - Primary and secondary public schools
May choose to include private schools
Selection method –
Equal probability selection of schools
Proportional distribution of primary and secondary
schools
Scope - Nationally representative
May consider sub-groups (ex. urban/rural), but will
increase size and costs
All GSHS schools will be included if done simultaneously
Sample Selection Strategy
Census (every school)
Can be costly, often impossible, and almost always
unnecessary
Only appropriate for very small countries
Sample
Less expensive
Reduces burden
Can be generalized to the entire country
Strongly recommended
Sample Size
Dependent on
Number of schools in country
Over-sampling needed for non-response
Sub-groups of interest (ex. urban/rural)
Desired number of schools - Usually 250 to 300 primary
and secondary schools
Number of schools sampled– Assuming 20% nonresponse rate – 300 to 360 schools
Final determination based on consultation with CDC
Sub-Groups of Interest
In addition to national results, a country may want
results for a subgroup of schools
Urban and rural schools
Schools categorized by region – north, south, east,
and west
For equal precision – each subgroup will increase the
number of schools sampled by 300 to 360 schools
300 to 360 rural schools
300 to 360 urban schools
Sampling Frame
A list of every public primary and secondary school in
the country
Obtain from Ministry of Education
School name
Address
Grade span
Total enrollment
Prepare an Excel spreadsheet with this information –
one row per school
Email to CDC at LKK1@cdc.gov
Sampling Frame Example
Sample Selection
Responsibility of CDC
Steps in the sample selection process
Sort the sampling frame by grade span and enrollment
Determine the proportional distribution of primary and
secondary schools
Select an equal probability sample using standardized
procedures
Create the Selected Sample Schools List with School ID’s
Create a Survey Tracking Form
Send the List and Form to the Survey Coordinator
Finalize Selected Sample School List
Responsibility of Survey Coordinator
Steps to finalize the Selected Sample School List
Review the List sent from CDC
Contact CDC with any questions
For each school, obtain the principals name, phone
number, and email address, if possible
Add this information to the Selected Sample School
List
Preparing for the Survey
Part 6
Prepare Survey Materials
Responsibility of the Survey Coordinator
Required materials
Letters of invitation
Information Sheets
Letters of support
Questionnaires
Answer sheets
Number 2 pencils
School envelopes
School Appreciation Certificates
Outer mailing envelope with mailing label
Letter of Invitation (10-4)
Signed by Ministers of Health and Education
Produce on your own letterhead and edit as appropriate
1 for each sampled school
Information Sheets (10-2 - 10-3)
Provides a brief background on the importance of the
survey.
Produce on your own letterhead and edit as appropriate
1 for each sampled school plus enough for officials in
the MOH and MOE, Steering Committee members, and
others
Letters of Support
Request a letter of support from the MOH and MOE
Consider asking other agencies and organizations on
the Steering Committee for a letter also
Letters should convey the importance of the survey and
how the data will be used to improve school health
policies and practices
1 of each letter for each sampled school
Questionnaires
1 for each sampled school plus a second mailing to half
the original sample
Enough for officials in the MOH and MOE, Steering
Committee members, and others
Answer Sheets (10-9)
Two ways to obtain answer sheets
Order from CDC – must be 4 weeks in advance
Produce in country – from file emailed from CDC
1 for each sampled school plus a second mailing to half
the original sample
Fill in school ID – from Selected Sample School List
Right justify school ID, use a number 2 pencil, print carefully
Fill in school name and school address
Leave “Name of person completing form” blank
Number 2 Pencils
1 sharpened pencil with an eraser for each sampled
school
School Envelopes
Postage-paid, self-addressed return envelope for the
completed answer sheet
Large enough to hold the answer sheet without folding
1 for each sampled school
School Appreciation Certificates
1 for each sampled school
Use your agency logo
Outer Mailing Envelope With Mailing Label
Large enough to hold the entire survey packet
1 for each sampled school with mailing label attached
Create Survey Packets
Letter of invitation
Information Sheet
Support letters (if available)
Questionnaire
Answer sheet with school ID and school name and
address written in
Number 2 pencil (or its equivalent)
Postage-paid, self-addressed return envelope for the
completed answer sheet
Steps to Assemble Survey Packets
Stack up a single copy of each of the materials in the
survey packet
Place the letter of invitation on the top
Place a mailing label on an outer mailing envelope
Use the Survey Tracking Form to document the survey
packet was completed for each sampled school
Repeat all the steps above for each sampled school
Schedule Data Collection
Responsibility of the Survey Coordinator
Plan around the school calendar and important school
events
Avoid busy times (ex. beginning or end of school year)
Build in time for follow-up with non-responding schools
Establish a Survey Tracking System
Responsibility of the Survey Coordinator
CDC provides a Survey Tracking Form in Excel format
School ID
School Name
Columns for recording status of each sampled school
Return the Survey Tracking Form to CDC when you
submit the completed answer sheets
Administering the Survey
Part 7
Notify Schools by Mail
Assemble and mail survey packets
Update the Survey Tracking Form when schools agree
to participate and return the completed answer sheet
Follow up with non-responding schools as necessary
Notify Schools by Email or Phone
Assemble survey packets
Develop a phone script or email that contains the
information in the Letter of Invitation
Call or email schools prior to mailing survey packets to
describe G-SHPPS and obtain the school’s agreement
to participate
Update the Survey Tracking Form when schools agree
to participate and return the completed answer sheet
Follow-up with non-responding schools as necessary
Follow-Up with Non-Respondents
Critical to ensure a high enough response rate to yield
high quality data
Non-response may introduce bias into your data
A 70% or higher response rate is needed for the data to
be weighted and generalizable to all schools nationwide
Contact non-responding principals 2 to 3 weeks after
the first mailing
Make at least 3 follow-up attempts with each school –
each 2 to 3 weeks apart
Use the Survey Tracking Form to record follow-up
efforts and monitor responses
Follow-Up Methods
Send thank you/reminder postcard
Mail another survey packet
Remember to write the school ID and school name on the answer
sheet
Call principals to encourage response and offer to send
another survey packet
Email principals a reminder
Offer to conduct the survey over the phone or in person
and record their answers on an answer sheet
Make sure to read the questions and response
options without any changes!
Preparing Data for Processing
Part 7
Answer Sheet Review
If a number 2 pencil was not used – color over the
bubbles using a number 2 pencil
If there are stray marks – erase them or copy all the
responses to a new answer sheet
If the answer sheet has been folded or crumpled - copy all
the responses to a new answer sheet
Preparing Data for Processing
Use a room with ample floor or table space
Check that each answer sheet has the school ID and
school name filled in that corresponds to an ID and name
on the Survey Tracking Form
Make sure all answer sheets are stacked in the same
direction and right side up
Bind the answer sheets together so they will not be bent
or crumpled during shipping
Select a strong box for shipping
Place a copy of the Survey Tracking Form in the box
Shipping
Email CDC for a mailing address
Use only a traceable shipping method – FedEx, UPS,
DHL, etc.)
If FedEX is used - CDC can provide an account
number to cover the costs
Email CDC with the tracking number the day the box is
shipped
CDC will send an email as soon as your box arrives in
Atlanta
Data Processing
Begins as soon as box is received at CDC
CDC is the Data Coordination Centre
CDC conducts all initial processing – scanning, cleaning,
editing, and weighting
CDC produces a Data Summary and Fact Sheet
CDC stores all G-SHPPS data sets at CDC
Survey Coordinators should be available for questions
throughout data processing
Typical turn around time is 10 to 12 weeks
Data Release and Publication Policies
and Procedures
Part 1 and p.10-5
Purpose
To ensure all data ownership and release issues are
clarified and accepted prior to data collection
Process
Responsibility of Survey Coordinator
Receives a copy of the document from WHO
Briefs the MOH or MOE on the policy
Responds to any questions or concerns
Gets an authorized official to sign the document
confirming acceptance
Forwards the signed document to WHO
Retains a copy in the G-SHPPS records
Guiding Principles
G-SHPPS data are owned by the official country-level
agency (ex. Ministry of Health) conducting or sponsoring
the survey.
Public health and scientific advancement are best served
by an open and timely exchange of data and data
analyses.
The privacy of participating schools must be protected.
Data quality must be maintained.
Data Coordination Center
Country Approval of Final Reports
Fact Sheets
Country-Specific Reports
Authorship of Country-Specific Reports
Public Access
Cross-Country Publications
Authorship of Cross-Country Publications
Acknowledgement in Cross-Country
Publications
Review of Cross-Country Publications
G-SHPPS Contacts
WHO
Leanne Riley
Switzerland
41 22 791 4319
RILEYL@WHO.INT
CDC
Laura Kann
USA
1 770 488 6181
LKK1@CDC.GOV
Steve Kinchen
USA
1 770 488 6161
SAK1@CDC.GOV