Data Collection for the PBISAZ Project

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Data Collection for thePBISAZ Project

• Carl J. Liaupsin
• University of Arizona

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Agenda

• Data for PBISAZ project requirements
• Data for decision-making
• Systems and methods for collecting data
• Making decisions based on data
• Demo decision making

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Why Collect Data for PBISAZ?

• Support PBISAZ Project existence
• Measure progress toward program goals

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PBISAZ Project Requirements

• Number of incidents resulting in office referrals
• See materials for definition of incident types

• Tardy
• Language
• Repeated Minor
• Defiance
• Disruption
• Skip Class
• Harassment

• Fighting
• Vandalism
• Theft
• Substances
• Weapons
• Other

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Methods for Collecting Project Data

• Manual
• Hand-search at the end of each quarter
• Tally incident types
• Enter into quarterly report
• Small up-front investment
• Limited usefulness at the school level

• Electronic

• Systematically enter into a database
• Enter into quarterly report
• Moderate to large up-front investment
• Maximum usefulness at the school level

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Why Use an Electronic Format?

• Measure progress toward program goals
• Motivation and goal setting for staff
• Invaluable information to direct team and
  administrative decisions
• Fast, easy access to summary data
• Flexibility to quickly analyze multiple questions
• Ability to analyze data on a regular basis

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Would this be helpful?
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How about this?
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Systematic Process for Data Collection

• Select a data collection program/software
• Distinguish office / non-office behaviors
• Align office referral forms
• Determine a paper-handling procedure
• Designate a staff member to enter data
• Determine a schedule for data reporting
• Train staff member in use of the program
• Train all staff in the new data collection
  process

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Select a data collection program

• Off-the-shelf database software
• Microsoft Excel
• Microsoft Access
• Custom software
• State/District
• Commercial
• Research efforts
• SWIS
• PBISAZ

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Select a data collection program

• PBISAZ is providing a program
• Web-based
• Data is collected on a server at UA
• Real-time updating of data
• Generates simple data graphs
• Not a relational database
• No custom graphs
• No identification of students

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Excel Template

• Local (secure)
• Free
• Easy to alter
• Manual, demo template, blank template
• Student ID
• Relational database
• Custom graphs

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Excel Template Demo Entry Page
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Excel Template Demo Graph
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Excel Template Demo Graph II
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SWIS II http//www.swis.org

• 200 per year
• Data resides on U or Oregon server
• Relational database
• Student identification
• Training required
• 3950 schools currently using the system

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SWIS II Demo Entry Format
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SWIS II Participating
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Distinguish office / non-office behaviors

• Adds to the validity of the data
• Develop a list of behaviors for referral
• Seek the agreement of staff (80)
• Provide examples and non-examples

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Develop other reporting categories

• Student
• Grade
• Referring teacher
• Location
• Time
• Consequence

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Align office referral forms

• Review current office referral form
• Inclusion of all category items
• Other data
• Date
• Parent signature
• Comments
• Received by

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PBISAZ Office Referral Format
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Determine a paper-handling procedure

• Who will receive referrals?
• Where will referral forms be kept until entered
  in the data collection system?
• When will the data be entered?
• Where will referral forms be kept after entry
  into the data collection system?

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Designate a staff member to enter data

• Coordinate with the paper handling procedures
• Possibilities?
• Support staff
• Team member
• Teacher
• Parent volunteer
• Additional staff member

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Determine a schedule for data reporting

• How often will reports / graphs be generated?
• A set for use at climate committee meetings
• A set for use in reporting to staff
• A set for use by administrators

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Train staff member in use of the program

• PBISAZ and SWIS provide training
• Powerschool can provide training
• Excel Template includes a self-instructional
  manual
• Custom systems will require development of
  training.

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Train all staff in the data collection process

• Review office referrals v/s non-office referrals
• Introduce the new referral form
• Describe the paper-handling procedure
• Inform staff of the frequency of feedback
• Decide who else will have access to the database

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PBISAZ is providing assistance with

• Office referrals / non-office referrals
• Develop categories for office referrals
• Align office referral forms
• Determine a paper-handling procedure
• Designate a staff member to enter data
• Select a data collection program
• Train staff member in use of the program
• Train all staff in the new data collection
  process

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Sharing Data

• Share with team
• Share with all
• Share frequently
• Share problems
• Share successes
• Data will be collected accurately if all see the
  value of data collection

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Problem Solving with Data

• Start with questions, not with data
• Look at data in layers
• Dont get lost in the data

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Decision Questions

• Is there a problem?
• What is the problem?
• What systems are affected?

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Interpreting Office Referral Data Is there a
Problem?

• Absolute Level (depending on size of school)
• Middle, High Schools (gt1 per day per 100)
• Elementary Schools (gt.5 per day per 100)
• Trends
• Peaks before breaks?
• Gradual increasing trend across year?
• Compare levels to last year
• Improvement?

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Data Decision Rules
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Review/Questions

• Data collection and analysis is helpful to your
  school, district, and the project
• PBISAz can help you collect data
• Develop a procedure
• Share your data
• Approach the data with questions
• Questions?

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Questions?

• Carl J. Liaupsin
• liaupsin_at_email.arizona.edu
• 520-626-3810
• http//www.ed.arizona.edu/liaupsin