Project+Step-by-Step+Plan

--**Hone In: Learn about the Study** Page samples: p.1: [|4-HBrandNet-PYDpage1.bmp]; p. 2: [|4-HBrandNet-PYDpage2.bmp]; p. 3: [|4-HBrandNet-PYDpage3.bmp]; p. 4: [|4-HBrandNet-PYDpage4.bmp] --**Take Stock: Decide if the project fits** --**Check In: Talk to partners** (also borrow ideas from **Public Relations**) -- **Make it Happen**
 * [|W-8 PYD State Recruitment Fact Sheet2-15-10.doc]
 * [|4-H Brand Network] (check on the 4-H Positive Youth Development Study box)
 * [|Institute for Applied Research in Youth Development: 4-H PYD study results so far]
 * [|PYDsummary.pdf]
 * Ask, [|"Is it the right time for PYD?]
 * [|W-8 PYD Staff Q&A2-15-10.doc]
 * [|W-8 PYD State FAQ2-15-10.doc]
 * **Brainstorm potential partners**
 * [|4H Letter of Endorsement%092008.pdf] **from DPI/SBE to Local Education Agencies (LEAs)**
 * [|W-8 PYD TEMPLATE Letter to School Administrator.doc] (be sure to review and revise to fit your setting)
 * **Talking Points-Recruitment**
 * [|W-8 PYD TEMPLATE Request Permission to Conduct.doc]
 * --Confirm and Commit**
 * [|W-8 PYD Data Collector Welcome2-15-10.doc]
 * [|W-8 PYD Checklist of Study Materials.doc]
 * ======Complete [|NCSU IRB Human Subjects Tutorial] and e-mail Ben that you've completed it======
 * ======Review [|W-8 PYD Data Collector Orientation PPT.ppt] to become familiar with the purpose and procedures======
 * Review [|W-8 PYD Incentives-exp-reimb info2-15-10.doc] to become familiar with rewards
 * Organize [|W-8 PYD Data Collector Tracking Spreadsheet.xls]
 * Prepare Invoice (complete & send after data collection) [|W-8 Sample Invoice for Data Collection2-15-10.xls]
 * **//Public Relations//****: Communicate to the community, partners, participants, families, & 4-H**
 * **Go to** Promotional Materials **on [|4-H Brand Network]**
 * **First Review** [|NCW-7 4-H Study Template for Land Grant Universities.ppt]sing the 4-H Study of PYD Materials **to orient yourself** [|W-7 PYD 4-H Study Discipline Based Summary.doc]
 * **Then, Review, Download, Complete Local Details, and Print** Templates **and** Internal Messages **files to use before, during, or after data collection**
 * Explore resources to communicate with your community
 * [|W-7 Weekly news article for state newsletter.doc]
 * **//Youth Engagement//: Invite youth 16-19 years old to participate in the**
 * Survey
 * Resurvey [|W-8 PYD First Re-survey Letter to Students2-15-10.doc]

**New Consent Forms (2-10-10)**: //**Note: Youth over age 18 (at time of the survey) can sign their own Consent form**//. Please use the following
 * [|NC4-HPYD18yrYouthConsent 2-10-10.doc] is to be used to gain **Parent Consent/Youth Assent for youth under 18 years** (both need to sign)
 * [|W-7 Youth over 18 Letter.doc] Cover Letter
 * //(be sure to ask youth to invite their parents to join the study...then Parents will need to complete the Parent Consent form [see below] for themselves)//
 * [|NC4-HPYD18yrYouthConsent 2-10-10.doc] is appropriate for **Youth over 18 years** //(who do not require Parent Consent)//
 * If youth over 18 recommend their parents to participate (and supply an e-mail), send the parent a Parent of Youth over 18 Consent form (below). Once that's signed, they can use a url from Tufts to complete the survey from home.


 * //Parent Support://** Collaborate with Site Partner(s) to inform and engage parents
 * **[|W-8 Parent Letter.doc]**
 * **Parent Consent/Youth Assent form: for youth under age 18, see above.**
 * **Parents of Youth over 18 will need to complete the following form for themselves (their child signs for him/herself):**
 * **[|NC4-HPYDParentof over 18yrConsent 2-10-10.doc] Both Parent Consent/Youth Assent and Youth over 18 years forms are in this file //(be sure to use the Parent Consent/Youth Assent form for youth under 18 years)//**
 * **Requirements on Parent Consent:**
 * 1) **TWO Parent Consent signatures will be required, together with Youth Assent--TWO signatures are not needed if a second parent is "not reasonably available" (e.g., does not reside or work in the same place or is uninterested in the child's activities). Examples include military deployment or out-of-state job, adjudication or court restraint, cannot be identified or located). If one parent signs, he/she should write under his/her signature that the other parent is not available or interested in signing the Consent form.**
 * 2) **Parents should retain one copy; each site should retain one copy**
 * 3) **ONLY Youth with completed Consent forms take the survey**
 * **Strategies for Obtaining Parent Consent: Personalize the process by...**
 * 1) **Working with leaders of partner organizations and auxiliary groups (PTA or community boards) to design approaches that maximize parent**
 * 2) **Holding face-to-face meetings with parents to inform and gain consent (bring a copy machine to duplicate signed form for parent(s) to carry out)**
 * 3) **Assigning collaborators to personal follow-up calls to remind and thank parents**
 * //Site Logistics//**: Make arrangements for the site, spreadsheet, and survey**
 * **Make Arrangements for the Site: location, time, logistics (keys, computers), supervisors, snacks**
 * **Make Arrangements for distributing Incentives to youth and your program**
 * **Create a Site Roster for check-in and recording programss and add identification number (to correspond with Cover Sheet and Survey form) if using a Paper Protocol**
 * **Complete [|NCW-7 PYD Request Materials from Tufts Form.doc] and send to Ben and Marie Pelletier (617) 627- 6729** **or Heidi Johnson (617) 627-4918** **at Tufts will send you a Site Number and URL for Online surveys**
 * **Add your site data and timeline to the PYD Study Log**
 * **Prepare a Contacts Spreadsheet [|PYD Data Collector Contacts Spreadsheet.xls] (address, phone to recontact youth ne**
 * **Pull out your Data Collection Return Form [|W-8 PYD Data Collector Tracking Spreadsheet.xls] to have ready when you send materials**
 * **Keep your Parent Consent forms in a secure location**
 * //Survey Logistics//
 * //PAPER SURVEY OPTION//
 * Copy Surveys **(with the first page Cover Sheets separate) and buy pencils for all youth**
 * **[|W-8 SQ Paper.pdf] and Protocol [|W-8 Paper Data Collection Protocol.doc]**
 * **[|W-8 PQ Paper.pdf]**
 * Prepare to Survey **Youth Using Paper Surveys (ask youth to arrive 15 min. before Survey start)**
 * 1) **Write the Site Number (obtained from Marie Pelletier (617) 627-6729 or Heidi Johnson (617) 627-4918 at Tufts. The number should be placed in the Upper Left corner of each Paper Survey**
 * **Number surveys for each site beginning with #1, in the Upper Right corner of each Paper Survey**
 * Distribute Surveys
 * 1) **When youth arrive, identify each on Site Roster, ask youth to sign in on Site Roster, then note the time**
 * 2) **Ask each youth to complete a Cover Sheet (first page of Survey, but separate from Survey)**
 * 3) **When Cover Sheet is completed, select the numbered Survey that matches the youth number on the Site Roster and write that number on the Cover Sheet. Place the Cover Sheet in a separate folder**
 * 4) **Hand the appropriate Survey (matched to the youth's number on the Site Roster and Cover Sheet) and a pencil to the youth and direct him or her to a specific seat (to keep participants separated for privacy)**
 * Give Instructions, **following the Protocol (awaiting NCSU IRB approval)**
 * 1) **Keep cover sheet with youth name and code number separate from coded survey**
 * 2) **Keep participants separated for privacy**
 * 3) **Raise hand to ask a question at any time**
 * 4) **Place completed Survey in slotted box and sign out on Site Roster**
 * Gather Surveys
 * 1) **When youth complete the Survey, have each place his/her form in the slotted box (see Paper Protocol)**
 * 2) **Before youth leave, have each sign out on Site Roster, then note the time**
 * 3) **Thank each youth for his/her contribution**


 * //ONLINE SURVEY OPTION//
 * Obtain a Site Number and URL
 * **[|W-7 URL for Student Questionnaire.doc]**
 * **[|W-7 URL for Parent Questionnaire.doc]**
 * **Troubleshooting: Call Ben or Marie Pelletier (617) 627-6729** **or Heidi Johnson (617) 627-4918 at Tifts**
 * Prepare the Site **by checking equipment, effectiveness of Site Number**
 * **//ask youth to arrive 15 min. before Survey//**
 * Conduct the Survey
 * 1) **When youth arrive, identify each on Site Roster, ask youth to sign in on Site Roster, then note the time**
 * 2) **Ask each youth to complete a Cover Sheet (first page of paper Survey)**
 * 3) **When Cover Sheet is completed, direct youth to a specific seat (to keep participants separated for privacy)**
 * Give Instructions, **following the (awaiting approval by NCSU IRB)**
 * 1) **Hold Cover Sheet with youth name in a separate envelope**
 * 2) **Keep participants separated for privacy**
 * 3) **Raise hand to ask a question at any time**
 * 4) **Confirm that each youth has submitted their online survey and signed out on the Site Roster**

--Tell all about it: Share Positive Youth Development with your community**
 * --**Finish Strong, Move Forward: What to do before you turn off the lights
 * Have fun completing the survey
 * MAKE COPIES OF THESE DOCUMENTS FOR YOUR FILE, then Pack ‘em up, and ship ‘em out. Include:
 * Complete Data Collection Return Form [|Data Collection Return Form Wave 6.doc] (reuse for W-8)
 * Complete [|W-7 PYD Data Collector Contacts Spreadsheet.xls] (reuse for W-8)
 * Roster (accessed above and completed before data collection) [|SiteRoster.xls]
 * Parent Consent forms
 * Final Budget and Invoice
 * Communicate using project resources:
 * [|W-7 Weekly news article for state newsletter.doc]
 * [|W-7 4-H newsletter article template.doc][[file:W-7 4-H
 * Generate new interest in 4-H