School Library Survey Timeline

December

Major priorities: Complete the Fast Facts

  • Complete the School Libraries Fast Facts (Katie).
    • Analyze the survey
      • The best data set for doing analysis is: _2017
      • It is the best for analysis because it contains both:
        • the original data from schools
        • the _r data
        • the categorical variable groupings for enrollment & level
    • View screencast here: https://www.screencast.com/t/aloIYK8FYZ

January

Major priorities: Submit survey revisions to EDAC review

EDAC: https://www.cde.state.co.us/cdereval/edacinfo

  • Plan to have the survey reviewed at the first EDAC in February.
  • Complete any revisions to the survey in January (Katie).
  • Approve final survey revisions prior EDAC submission (Linda).
  • Submit revisions and paperwork to EDAC by the last week in January.
    • Paperwork includes a list of all questions that were changed, added, or removed.
    • Katie prepares, Linda signs

February

Major priorities: Complete EDAC review, update survey, email data services

  • Complete EDAC review in early February (Katie).
    • Full review is every five years.
    • We go to the meeting then, Linda and Katie both go.
  • Update the survey after EDAC review (Katie)
    • Update the hard copy PDF versions
    • Update the online versions
  • Email data services/Annette (Katie)
    • Email to check on when the current year’s staffing data will be ready
    • Contact Annette Severson, the Principal Data Specialist for IMS – Data services.
      • Send a template of how we would like the data formatted.
    • CDE usually finishes processing staffing data for the current school year by mid March.

March

Major priorities: create survey sample, troubleshoot survey, send paper invitations

  • Create survey sample (Katie & Dave)
    • Get staffing data from CDE (Katie)
    • Update courier code information in the data base (who?)
    • Upload staffing data into the database (Dave)
    • Generate a view of the new survey sample (Dave)
      • The survey sample is schools t hat currently have paid library staff (CDE staffing data) joined on all schools in our database.
      • The sample table contains school id, username, password, mailing address or courier code for all schools with paid library staff.
  • Troubleshoot survey (Katie & LRS)
    • Test for any technical problems after the survey is updated.
  • Prepare & send paper invitations (Katie)
    • We send instructions & invitation letters with usernames and passwords
    • The goal is for that letter to reach schools around April 1st.
    • The printing service, IDS, usually needs at about one work week (?) to process the order.

April

Major priorities: open the survey, provide customer support

April 1st

  • Paper invitations arrive via courier and mail (Katie)
  • Send email invitations to last years’ participants
  • Share usernames and passwords with LRS, Melissa, & Maddie (Katie)
  • Survey opens online on a Monday close to April 1st (Katie)
    • Avoid opening the survey during last week in March
      • Most districts off for spring break

Rest of April

  • Provide customer support (Katie)

May

Major priorities: survey completion reminders, collect enrollment & level data

  • Provide customer support (Katie)
  • Get the most updated enrollment & level data from CDE (Katie)
    • Contact Genevieve Hale (IMS/Data service) for 2018-2019 school data
    • The query we used in spring 2018 is saved as “State Library Request for School Level and Enrollment” and completed by Morgan Holmgren around May 9th 2018
    • Share this data with Dave (Katie)
  • Match clean data with school enrollment and level information (Dave)
    • Columns `enroll` and `enroll_code` are created in the clean data if they do not exist, and are matched to enrollment data by CDE ID
  • Send out reminders about the survey ending
    • Postcards via mail
    • Listserv + Scoop posts
    • Social media posts (Facebook & Twitter, LRS & CSL)
    • Emails to state grants to libraries in schools contacts
    • Email to people who completed the survey the year prior but not yet this year

June

Major priorities: close the survey, provide customer support

  • Provide customer support (Katie)

First Friday of June

  • Close the survey in Survey Gizmo (Katie)
    • We usually give people until first week of July if they ask for extra time

July (timing adjusted for RIPL 2018)

Major priorities: pull data, clean data

First week of July

  • Pull data from survey after it has closed (Katie)

Second week of July

  • Clean data (Katie)
    • Remove information that is not public or will not be part of the online data set
  • Clean data shared with Dave (Katie)

August (timing adjusted for RIPL 2018)

Major priorities: calculate percentiles & _r values, upload, populate profiles

Third and fourth weeks of August

September

First and second weeks of September

  • Review data online in tool & profiles (Dave, Katie & Linda)
  • Send out emails to notify participants of updated profiles (Katie)
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