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Catching Data the Easy Way
- 1. DATA… Using (Mostly Google) TECHNOLOGY To Get It The Easy Way! NCSCA 2016 Conference Presented by: Jenny Bates, School Counselor
- 2. AGENDA Housekeeping • Please be considerate of one another • No internet access: •Presentation available: https://sites.google.com/a/rock.k12.nc.us/batescounseling/services •To receive presentation via email: complete sign in sheet • All information may be shared and/or edited for personal use Overview of Presentation • Who I am • What can data do for you? • Where to start? • Samples and Examples (FREE!)
- 4. WHAT CAN DATA DO FOR YOU? Let data do the work for you…show how effective you are!
- 5. THE PROOF IS IN THE DATA! • Professional evaluation • Job description • Program evaluation • Needs assessment • Impact on students, families, staff
- 6. WHERE DO I START? Data can be overwhelming! Too much and it will be ignored; too little and it will be dismissed
- 7. WHAT DATA DO YOU REALLY NEED? • What is important? • What are you trying to prove or assess? • Who or what is the data to be used for?
- 8. SAMPLES & EXAMPLES FREE! FREE! FREE!
- 9. BASIC GOOGLE REQUIREMENTS • Create a free Google account • Go to google.com and click “create account” Google Drive = Access • Forms, • Sheets, • Docs, • Slides, • Websites
- 10. GOOGLE FORMS LOTS of uses… not just a survey! Surveys, Polls, Evaluations… • Use to get feedback • Student Connectedness • Needs Assessment • Voting • Lesson Evaluation Assessments/Tests… • Use to assess where students are • A test that grades itself! • Pre/Post test • Growth/understanding of lessons Notification Tool & Data Tracking… • Use to collect and analyze information • Type and # of Referrals • Number of parent contacts • Counseling referrals • Discipline, Office, Behavior Referrals • Attendance or CheckIn- CheckOut
- 11. WHAT TYPE OF QUESTION DO YOU NEED?
- 13. Step by Step Instructions for Creating, Editing, & Sharing Google Forms https://gsuite.google.com/learning-center/products/forms/get- started/
- 14. Short video of instructions for creating Google Forms
- 15. SAMPLES OF EVALUATIONS & SURVEYS
- 16. SAMPLES OF QUIZZES & ASSESSMENTS Automatically scores answers and calculates percentages for correct and missed responses Also allows individual responses to be graded, discussed, and emailed directly back to student!
- 17. SAMPLES OF USING FLUBAROO • Create a google form with questions include name, email if available • Answer form using “answer key” for name • Make sure all answers correct • Go to spreadsheet, click “add-ons” and search flubaroo • Follow instructions and Viola! http://www.flubaroo.com/flubaroo-user-guide
- 18. Short video of using Flubaroo
- 19. SAMPLES FOR NOTIFICATION & DATA COLLECTION Google Form to enter data Automatically generates graphs
- 20. SAMPLES OF REPORT FORMS & REFERRALS Automatically notifies you of referral for immediate response! Keeps track of referrals and collects data for you!
- 21. SAMPLES OF REPORT FORMS & REFERRALS •Monthly reports track types of activities • May be used for artifact evidence on evaluations
- 22. GOOGLE SHEETS • Graphs, Data, & Reports (CICO Progress) • Track student participation, grades, homework, behavior • Sign-up sheets • Create custom graphs, easy to read • Risk Assessments • SSMT Organizations Easy to share and collaborate!
- 23. SAMPLES OF SHEETS FOR DATA COLLECTION
- 24. How To Create A Mail Merge From A Google Sheet https://support.office.com/en-us/article/Use-mail-merge- to-personalize-letters-for-bulk-mailings-d7686bb1-3077- 4af3-926b-8c825e9505a3?ui=en-US&rs=en-US&ad=US • Open Word Document and create a letter, • Add a mail merge from existing list • Select downloaded Excel form • Enter labels into sections of letter for personalized reports. • Print or email all at once!
- 25. SAMPLE OF USING GOOGLE CALENDAR TO TRACK ACTIVITIES • Work schedule, personal calendar, and other calendars in one view • Confidential Calendar • Student Notes • Easily change events, recurring events, reminders • Share calendars (principal and staff can find you) • Appointment slots of easy scheduling (classrooms, teacher conference, parent meetings, student scheduling • List standards, character traits, and objectives to be taught throughout the year
- 26. GOOGLE CALENDAR: SAMPLE • Direct Services • DS • Indirect Services • IS • Program Planning • PP • Non-Counseling Activities/Duties • NC Use codes for easy download and sort
- 27. SAMPLE OF USING GOOGLE CALENDAR TO EXPORT DATA Export data to excel: http://www.gcal2excel.com/ Convert calendar items to download into Excel or Sheets and sort by type of activity to create charts and graphs!
- 28. Video showing exporting Google calendar into Excel Exported calendar is easily sorted or graphed in Excel Can also be downloaded into Google Drive and display ready made charts and graphs!
- 29. HOW TO SHARE Sharing links and results
- 30. SHARING MADE EASY Sharing Google Forms: • Email • Embed in website • Send link • Hardcopy Sharing Results • Summary of data • Capture image • Post online • Hardcopy
- 31. GOOGLE SITES • Information about programming, activities, services • Calendar, videos, presentations • Communication, Resource Library, Quick Links • Links automatically updated via google drive • Picasa web albums • Google docs, slides, sheets • Links to reports, surveys, contacts • Set to notify you when changed • Lessons, Meetings, Curriculum • Mrs. Bates School Counseling: https://sites.google.com/a/rock.k12.nc.us/batescounseling/ • Monroeton PBIS: https://sites.google.com/a/rock.k12.nc.us/pbis- at-monroeton-elementary-school/
- 32. GOOGLE SITES: SHARE FOR EASY ACCESS
- 35. RESOURCES • ACA Code of Ethics. Retrieved from: http://www.counseling.org. • Evans, B. (n.d.) Google Apps for Education: 40 Ways to Start Using Apps in Schools • Gcal2excel: http://www.gcal2excel.com/ • Google.com • Jing: http://www.techsmith.com/jing.html • Mitchell, C., Disque, J., & Robertson, P. (2002). When parents want to know: Responding to parental demands for confidential information. Professional School Counselor (6:2). American School Counselor Association.
- 36. RESOURCES (continued) • National Board for Certified counselors. (1997). Guidelines for the new world of webcounseling. NBCC News Notes, 14(2). Retrieved from http://www.nbcc.org/extras/pdfs/recert/newsletters/newsnotes _14-2.pdf. • The WebCounseling Site. (2006). Retrieved from http://webcounseling.tripod.com/cgi-bin/in.pl. • Wierzalis, E. (n.d.). Ethical/Legal Issues & The Professional School Counselor. University of North Carolina at Charlotte.
Editor's Notes
- Please be considerate of one another Mute or turn off cellphones; Leave to take a call Bathrooms are located ____________ No internet access: Presentation available: https://sites.google.com/a/rock.k12.nc.us/batescounseling/ To receive presentation via email: complete sign in sheet All information may be shared and/or edited for personal use Please don’t use for profit or take credit Overview of Presentation (about 1 hour) Who is Jenny Bates? What can data do for you? Where do I start? Samples and Examples (FREE!)
- I’m a wife and mother and have been working with kids since I graduated college in 1999. I’ve been a school counselor since 2004 and still love it! I also just completed a school leadership program and earned my license for school administration. I believe in working smarter, not harder, and I LOVE what Google has done for me in my profession. It helps me stay organized and appear to be much more efficient than I would be without it! I also believe in SHARING our resources and helping one another without charging… I want to give to others and learn something from them too!
- Why do we need data? What can we use it for and who can we share it with? Does it help us make a difference?
- YES! Data can work to our benefit and help us improve professionally as well as help others understand why our role is important! Professional evaluation We all need artifacts and proof of the activities and programs we provide. Data is an easy way to show what you are doing and how you are meeting your professional goals and standards. We are in a time of accountability and are being required to SHOW our effectiveness! Job description Let’s face it… no one knows what school counselors do and many think we just sit in our office waiting for kids to come to us for counseling. We know this is not true! Data is a quick and easy way to share the many services you are providing and how much MORE you do than simply wait in your office for a crisis. We all have to promote our profession and advocate for ourselves. Sharing data will help others learn what you do and how you are helping them. Program evaluation Is what we are doing worth it? Is it effective? Is it making a difference? Are students growing? Can we improve? Needs assessment Every school is different… we can use data to tell us what is needed and how we can help. What are the dynamics and needs of the students, families, staff? Impact on students, families, staff Use data to show how you have made a difference in a positive way. Show what your interventions have accomplished.
- The best place to start is at the END… Begin with “backward planning” with the end results in mind. Think about what you want to prove or demonstrate or collect and how you need that information to be presented. Then you can begin thinking about what information you’ll need to collect in order to prove what you’re looking for. Are you looking to see if a particular intervention was effective? Do you need to know what grade levels are most vulnerable to bullying? Do you need proof of how many students and parents you’ve had contact with and what types of contacts you’ve made? What are you trying to prove or assess? What do you want to know? Depending on the type of information you want to get, the type of data collection will vary. Have students learned a specific strategy or content? Has the perception of something changed? Has attendance increased? Surveys: interpreted data and can be subjective; good for perception or thoughts “Hard data”: actual results of something that is not interpreted (attendance rate; EOG scores) Assessment data: results of assessment (classroom test; comparison of pre-post questions)
- What is important? We can gather a lot of information, but much if it doesn’t give us the insight we need. What is REALLY important and what information do I need to make decisions about my programming? Demographics: racial, sex, economical status, family information, housing Academics: Attendance: Behavior: What technology do you have access to? What are your resources available to use? PowerSchool mClass or Academic assessments Surveys, TWC, Title I Google Who or what is the data to be used for? Be sure the data you collect is user-friendly for the audience its intended for. It needs to be easily understood and give the information that is relevant to the particular clientele or audience Charts and graphs are ALWAYS a great tool!!!
- Let’s face it, we don’t have funding for our programs and we definitely don’t get paid enough to spend our income on programs to collect data…especially when so many programs are absolutely free! I’m going to talk a lot about how to use Google because it is a great tool for many situations and it is FREE!!!
- All you need to access the tools available is to create a FREE Google account. It starts with an email account and gives you immediate access to Google Drive where you can use Forms, Sheets, Docs, Slides, & Websites
- Automatically links to google sheet Create graphs and charts; Track data Surveys, Polls, Evaluations…Use to get FEEDBACK Can be used each year to review and modify planning and progress toward goals Summary of Responses is automatically updated; creates graphs and charts for easy viewing End result: graph of percentage feeling connected to school Student Connectedness Needs Assessment Voting Lesson Evaluation Assessments/Tests…Use to ASSESS where students are Can be used for academic, social, behavioral small group or classroom lessons Flubaroo will automatically grade, analyze, and email feedback! End result: percentage of students needing extra support in specific areas; graphs of student progress or comparisons of pre/post results A test that grades itself! Pre/Post test (measure growth/understanding of lessons) Notification Tool & Data Tracking…Use to COLLECT AND ANALYZE information Can be created to immediately send email notification when changes are made (when someone fills out the form) Some schools are using Forms to replace hard copies of discipline referrals Small Groups: Attendance Group or CICO Simple check in procedure and gives automatic summary of data without inputting any extra information End result: graph of student progress; immediate notification of referrals ; charts and graphs of referrals types, ages, grades, etc
- You first need to decide how you want your data to be presented… is it best to see it in a pie chart, line, graph, or paragraph? This will help determine what type of questions to include in your Google form.
- Unfortunately, without internet connectivity, I cannot walk you through creating a form, but this site, from Google, gives step by step instructions for creating, editing, and sharing forms.
- Students feel “heard” and feel they can give feedback and will make a difference New Google Forms also shows results as a summary with all entries AND as individual entries so you can break it down by individual and see their responses! (SAMPLE Student Connectedness/Feelings about School) (SAMPLE Program needs assessment) (SAMPLE Evaluation of program/Lesson)
- Old Google Forms…Tests that grades itself! using FLUBAROO Use Add-On to initiate Flubaroo grading (shown in next slide) New Google Forms automatically give option to make into a quiz… Summary of responses Individualized responses…can even email to student! (SAMPLE Small Group Assessment w/Pre & Post test) You need to know if your intervention of a small group achieved your goal of improving (SAMPLE Bullying Test) Group summary Individual answers (SAMPLE Guidance Curriculum)
- Free Add-On created by a former teacher… “Flubaroo is a free tool that helps you quickly grade multiple-choice or fill-in-blank assignments. I designed it for my own classroom, and want to share it with other teachers... for free!” More than just a grading tool, Flubaroo also: Computes average assignment score. Computes average score per question, and flags low-scoring questions. Shows you a grade distribution graph. Gives you the option to email each student their grade, and an answer key. Lets you send individualized feedback to each student.
- Set up “Notifications” to alert you immediately or daily when any changes are made! Forms can be public (posted on websites and emailed) but the information will be confidential for the owner of the google form/sheet Data collection tools How many referrals from each grade? How many parent contacts? (SAMPLE Bus discipline referral log)
- Forms can be anonymous! Students are more likely to fill out a form than paper/pencil… get more information from them! Immediately notifies you of referral or entry…Quick response time (SAMPLE Bully Reporting)… immediate notification so you can react to it (SAMPLE Student Referrals)…keeps track of the number and types of referrals so you can adjust program needs
- This is what can be generated from a referral: Graphs of types, areas of need, grade levels, etc (SAMPLE Attendance)…easily see who has completed lessons, groups, etc (SAMPLE Daily Log to record Contact/Session entries (type, grade, reason, etc)…easily logs your activities for monthly reports, artifacts, or programming needs
- Sheets are linked to a form or created independently, like a spreadsheet Ability to add graphs and charts, just like in Excel Shared sheets can be given different permissions… view, edit, private, public, etc Sheets can also be downloaded into Excel to create mail merges!
- Easily track and share data for student behavior and progress monitoring CICO Progress Behavior interventions, academic interventions & Progress monitoring Grades, Homework, Participation Rosters for services or interventions Student groups… Easy to sort by Teacher, Grade, etc Keep track of dates and other information Access it from anywhere!
- You can also download Google sheets to Excel and create a mail merge in a Word document that will generate a generic letter with personalized entries to give to parents, staff, students. Step by step instructions at: https://support.office.com/en-us/article/Use-mail-merge-to-personalize-letters-for-bulk-mailings-d7686bb1-3077-4af3-926b-8c825e9505a3?ui=en-US&rs=en-US&ad=US The video shows steps for completing a basic mail merge Samples: Angel Tree list/Outreach Services/Group Assignments Progress Reports/Test Scores Career Day Choices/Class Choices/Student Job & Work Permits
- Appointments Create appointment slots, share link with people to sign up...automatically adds slots to your calendar and theirs! Personalized Calendars: Different Codes for various activities makes it easier to collect data later Direct Services Indirect Services Program Planning Non-Counseling Activities/Duties Keep a private (confidential) calendar and public calendar Add public to website or share with staff Private-Student Notes: track simple notes on student/parent sessions in the notes area. Be sure this is a Private calendar! Scheduling: Access different calendars to see what is going on and when to schedule important events/meetings Sharing: share public calendar with your school, principal, website Reminders (monthly reports, etc)… can set up notifications of upcoming events
- Data to Excel Sheet http://www.gcal2excel.com/: Click link and go! Easily sort data! FREE version allows 10 exports every 3 months!
- Easy to share links as well as results!
- Sharing Google Forms: Email Embed in website Send link Hardcopy Sharing Results Summary of data Capture image Post online Hardcopy
- Create a new site and add the following examples: link, google form, image, new page: forms and documents must be “public” for others to view! Communication: Easily share information with public or select group of people; Immediately update information available Resource Library: Include links to helpful information for parents, schools, students, etc….all in one place Quick Links: Include classroom lessons/links on your website to easily access during class or other meetings Surveys Data Contacts Calendar
- If you “share” a site with someone, it will show up under their list of google sites for easy access
- PBIS Lessons, Surveys, Tests… Links to Referral Forms Instructional Support Forms and Resources… Links to Referral and Report Forms Counselor Monthly Report… Links to Accountability Forms Lessons for classrooms or parents… Links and Forms embedded into site for easy access