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Data: 4A- Families know their rights (target is 89%); 4B- Families effectively communicate their child’s needs (target is 89.5%); 4C- Families help their child develop and learn (target is 85%) 

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Data: 4A- Families know their rights (target is 89%); 4B- Families effectively communicate their child’s needs (target is 89.5%); 4C- Families help their child develop and learn (target is 85%) 

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Curious why the KMC return rate is high. EIS reached out to the PM for strategies for higher response rate – which include systematic distribution and encouraging families to respond. These are annual data. The group speculated that higher rates could be as more parental involvement/contact due to medically fragile children. 

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Curious why the KMC return rate is high. EIS reached out to the PM for strategies for higher response rate – which include systematic distribution and encouraging families to respond. These are annual data. The group speculated that higher rates could be as more parental involvement/contact due to medically fragile children. 

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While it may help to remind and be in person for surveys, we also don’t want to skew/influence the responses. Suggestions for group events/playdates and incentivize parents to fill out the survey (participant from Family Hui suggested that holding EI play day events to invite all EI families and ask them to complete the surveys during these events), however confidentiality of EI service participation needs to be maintained so unsure if this would be possible.

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While it may help to remind and be in person for surveys, we also don’t want to skew/influence the responses. Suggestions for group events/playdates and incentivize parents to fill out the survey (participant from Family Hui suggested that holding EI play day events to invite all EI families and ask them to complete the surveys during these events), however confidentiality of EI service participation needs to be maintained so unsure if this would be possible.

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Some programs/providers take the survey at the last visit with them, and provide space/time for family to fill it out before the provider leaves/mails it out for them. Needs to balance between opportunity vs. pressure. 

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Some programs/providers take the survey at the last visit with them, and provide space/time for family to fill it out before the provider leaves/mails it out for them. Needs to balance between opportunity vs. pressure. 

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Balancing between too many reminders vs. too little reminders. 

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Balancing between too many reminders vs. too little reminders. 

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It is a long survey and many parents may start it but not finish it (as seen in the partial survey numbers in the data). Parents can save incomplete survey responses online. For HEIDS2.0: System should capture partial completion of survey. Parents should be able to save and come back to complete and submit. Wondering if System may prompt a reminder if not submitted? 

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It is a long survey and many parents may start it but not finish it (as seen in the partial survey numbers in the data). Parents can save incomplete survey responses online. For HEIDS2.0: System should capture partial completion of survey. Parents should be able to save and come back to complete and submit. Wondering if System may prompt a reminder if not submitted? 

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The group discussed multi-ethnicity in Hawaii and how different group(s) may feel about the survey differently. Space for narrative comment in the survey may help to share how EI can help services. 

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The group discussed multi-ethnicity in Hawaii and how different group(s) may feel about the survey differently. Space for narrative comment in the survey may help to share how EI can help services. 

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The current data is disaggregated for paper responses vs. online responses. 

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The current data is disaggregated for paper responses vs. online responses. 

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Responding to the survey may depend on their EI experience – those who had great experience or bad experience may be more likely to respond than those who are in-between. 

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Responding to the survey may depend on their EI experience – those who had great experience or bad experience may be more likely to respond than those who are in-between. 

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Are there particular groups of families, e.g., foster parents etc. that may have lower response rates? 

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Are there particular groups of families, e.g., foster parents etc. that may have lower response rates? 

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Changes in program this year may have contributed for issues/challenges in survey follow-up (i.e., Sultan to UCP transitions; geo shift transfers—families may have been overlooked during these transition periods). The numbers in the distributed column may reflect those who were expected to receive the survey (anticipated exit date) and might be higher than the number actually distributed by programs. 

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Changes in program this year may have contributed for issues/challenges in survey follow-up (i.e., Sultan to UCP transitions; geo shift transfers—families may have been overlooked during these transition periods). The numbers in the distributed column may reflect those who were expected to receive the survey (anticipated exit date) and might be higher than the number actually distributed by programs. 

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DOE colleagues mentioned that the EI survey return rate percentage is actually considered good, though recognized that the challenge is the significant drop in return rates. 

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DOE colleagues mentioned that the EI survey return rate percentage is actually considered good, though recognized that the challenge is the significant drop in return rates. 

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Lower submission rates could be due to EI staff shortage and needing to prioritize other pressing tasks such as maintaining services and timelines. Programs may have opted to have office/clerical staff assist in emailing/distributing surveys, but the unfamiliar name might have been a deterrent for families (vs. receiving it from their CC/DSP/someone familiar who they have a relationship with). 

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Lower submission rates could be due to EI staff shortage and needing to prioritize other pressing tasks such as maintaining services and timelines. Programs may have opted to have office/clerical staff assist in emailing/distributing surveys, but the unfamiliar name might have been a deterrent for families (vs. receiving it from their CC/DSP/someone familiar who they have a relationship with). 

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Parents are receiving so many emails and surveys outside of EI – survey fatigue is real. 

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Parents are receiving so many emails and surveys outside of EI – survey fatigue is real. 

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Emphasize with families that their feedback matters. Letting them know that this is not judgement. Different cultures/backgrounds for families may feel differently about the questions and how to respond. For family, personal relationship with the team and reminders were helpful (receiving personalized calls/messages to ask to complete the survey vs. receiving from an unfamiliar staff). Personal phone calls for annual survey. How to strategize the exit surveys. 

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Emphasize with families that their feedback matters. Letting them know that this is not judgement. Different cultures/backgrounds for families may feel differently about the questions and how to respond. For family, personal relationship with the team and reminders were helpful (receiving personalized calls/messages to ask to complete the survey vs. receiving from an unfamiliar staff). Personal phone calls for annual survey. How to strategize the exit surveys. 

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Provider feedback is that it can be challenging to remind and discuss about the survey after an hour of session with the child. We may need to remind providers on the importance of their role in getting the survey response, how to strategize, etc. Re-distribute the family survey flyers. 

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Provider feedback is that it can be challenging to remind and discuss about the survey after an hour of session with the child. We may need to remind providers on the importance of their role in getting the survey response, how to strategize, etc. Re-distribute the family survey flyers. 

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Incentive – how to implement? Since the survey is anonymous. In the new database, there should be a way to maintain the responses anonymous while recognizing those who completed. 

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Incentive – how to implement? Since the survey is anonymous. In the new database, there should be a way to maintain the responses anonymous while recognizing those who completed. 

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Resource/fun fairs. Partnership opportunity for other agencies too (e.g., Children & Youth Day). Even if they could not complete surveys during the event, it will be a good reminder for them to provide feedback following their participation. 

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Resource/fun fairs. Partnership opportunity for other agencies too (e.g., Children & Youth Day). Even if they could not complete surveys during the event, it will be a good reminder for them to provide feedback following their participation. 

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Wondering if it would be possible to revise the survey including the phrasing to shorten and clarify (i.e., some of the wording of the questions isn’t as family friendly as it could be). On the survey – add prompts for families so that they understand what the questions are asking.

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Wondering if it would be possible to revise the survey including the phrasing to shorten and clarify (i.e., some of the wording of the questions isn’t as family friendly as it could be). On the survey – add prompts for families so that they understand what the questions are asking.

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For example, a reminder/explanation on COS: what it is and when they did; also consider adding visuals (picture graphic of the Family Rights brochure) so families can relate what they know to what the survey is asking (families may not know what the “procedural safeguards” are by name, but they know “the blue brochure about Family Rights.”

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Question on the timeframe – can survey distribution start a little bit earlier than exit? EIS to check the time-frame allowed for the exiting child. Providing the survey at Exit minimizes the amount of time for follow-up that may be needed. 

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Question on the timeframe – can survey distribution start a little bit earlier than exit? EIS to check the time-frame allowed for the exiting child. Providing the survey at Exit minimizes the amount of time for follow-up that may be needed. 

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Use texting. Okay to text the survey once received permission from parents. Share QR code and also send reminders via text. 

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Use texting. Okay to text the survey once received permission from parents. Share QR code and also send reminders via text. 

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Better understanding by providers on what to explain, e.g., procedural safeguards/family rights. Rephrase and use easy-to-understand explanation for families. Help make connections for families to prepare them for what to expect the survey to ask. 

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Better understanding by providers on what to explain, e.g., procedural safeguards/family rights. Rephrase and use easy-to-understand explanation for families. Help make connections for families to prepare them for what to expect the survey to ask. 

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Reminders for providers and CCs that they have important roles in family survey completion. Encourage CCs/DSPs to prepare families for completing the survey by explaining the importance of the survey/results, the content of the survey questions and how long it’s expected to take to complete, and how we use their feedback for program improvement. 

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Reminders for providers and CCs that they have important roles in family survey completion. Encourage CCs/DSPs to prepare families for completing the survey by explaining the importance of the survey/results, the content of the survey questions and how long it’s expected to take to complete, and how we use their feedback for program improvement. 

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Attaching visual information of family rights brochure or explanation on COS etc. for the online version so that parents can be reminded what they were. 

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Attaching visual information of family rights brochure or explanation on COS etc. for the online version so that parents can be reminded what they were. 

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For longer survey questions, consider drop-down options to further explain/make connections to what is being asked. 

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For longer survey questions, consider drop-down options to further explain/make connections to what is being asked. 

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The family survey phrasing comes from national level document that certain parts may not be able to change. Review modification needs for the parts that we can. Work with national bodies to reword if really necessary. 

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The family survey phrasing comes from national level document that certain parts may not be able to change. Review modification needs for the parts that we can. Work with national bodies to reword if really necessary. 

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Incentives for program for highest return rates (not just for individual families). 

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Incentives for program for highest return rates (not just for individual families). 

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One of the challenges may be to keep the response anonymous vs. program to follow-up and act.  

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One of the challenges may be to keep the response anonymous vs. program to follow-up and act.  

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Programs receive question by question data in addition to the summary percentage. Can revisit how to communicate this data with PMs, and what types of data might be helpful for them to know. 

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Programs receive question by question data in addition to the summary percentage. Can revisit how to communicate this data with PMs, and what types of data might be helpful for them to know. 

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If there are certain questions across the programs that parents are not answering, then when CCs share the survey, they could help explain those. Question for EIS: Should all the Family rights brochure contents be included in the family handbook? 

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If there are certain questions across the programs that parents are not answering, then when CCs share the survey, they could help explain those. Question for EIS: Should all the Family rights brochure contents be included in the family handbook? 

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EIS is using TA worksheets to calculate responses to summarize in excel. 

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EIS is using TA worksheets to calculate responses to summarize in excel. 

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Responding to survey in busy time or emergencies such as Maui fire would be hard for families. It is important to connect with celebration or fun activities. Give them a time out. 

 

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Responding to survey in busy time or emergencies such as Maui fire would be hard for families. It is important to connect with celebration or fun activities. Give them a time out. 

 