DATA Talks: Defining and Demystifyng DATA

Welcome to "DATA Talks!"  This  will be an ongoing series designed to answer questions about DATA!  Future posts will focus on where to find data, disaggregating data, tools for collecting data, identifying goals based on data, writing an action plan, and more. Feel free email me with questions or ideas for future "DATA Talks."

Before we begin, I am very interested in researching how well School Counselors have been prepared to use data in their school counseling programs.  If you would, please take a few minutes and answer the 9 question survey linked below.  Your participation would greatly appreciated and I will be sharing our results in a future "DATA Talks" post.
School Counselor Training, the ASCA Model, and the Use of Data survey.

First, let me say I am not an expert, not at all.  I'm just someone who finally has an understanding of  DATA and an eagerness to share what I have learned.  Dr. Trish Hatch and her book The Use of Data in School Counseling  have been the primary influence in my understanding of data and its usage. Hearing her in person and reading her book have compelled me to learn all I can about the use of data.  If you do not own this book, I strongly urge you to spend the $25 to buy it.  It is a "must have" for every School Counselor's library.

DATA! DATA! DATA!
We hear this word thrown around a lot.  We know we need to do something with it, but are not really sure what. A number of years ago in my district, we were given a form called the MEASURE  and told to use data to show our effectiveness.  But, to be perfectly honest, until a year ago, I DID NOT HAVE A CLUE how to do that.  NOT ONE BIT!  But as many of us do, I faked it.  Not the data, I used real data, but it was the wrong data and I didn't know and neither did anyone else.  Because no one I knew had any idea about how or where to gather and use the right the data.  Nope, no clue.   I don't know what my other  30+ colleagues did because we never talked about it.  Talk about a conspiracy of silence!  We used that form for probably 4 years. It really is a pretty good tool for measuring program effectiveness, but not if you don't understand data.  So, during those years I continued to dutifully fill in all the boxes, without any real idea about what I should have been doing. And sadly, without making any real change in my school counseling program.

"DATA" Defined and Demystified
Let's start with some basic definitions.  When people throw around the word DATA it can have many different meanings, however, it is used as if there were only one.  In order to understand those meanings, you must understand the context in which the word DATA is being used.  There is school generated data and School Counselor generated data, achievement data and achievement-related data.  Then there is process, perception, outcome and competency data. Unfortunately, most people do not use a descriptor when talking about DATA, they just say DATA.  And unless you have an understanding of the various contexts it can all seem quite confusing.

School generated data: data automatically generated by the school such as reports regarding attendance and tardies, discipline, suspensions, report card grades, conduct grades, "at-risk" students, climate surveys, standardized test scores, GPA, changes in achievement levels, retention rates, drop out rates,etc. 
School generated data can be divided into 2 parts, achievement data and achievement-related data.  School Counselors need to stick with achievement-related data.

Achievement data:  Data that is used to measure the progress of students and the success of a school. It can impact school grades, funding, administrative and teacher/counselor employment. These are things like standardized test scores, graduation rates, ACT/SAT scores, drop-out rate, GPA, changes in achievement levels, retention rates, pass rates for HS exit exams, etc. 
It is impossible to show how School Counselors directly impact these types of data.

Achievement-related data:  (Listen up Counselor Friends! This is for us!)
The data elements that impact student achievement. When students attend school, behave, do HW and take rigorous classes they perform better in school which in turn will show improvement in achievement.  Achievement related data are things such as discipline referrals, attendance and tardies, report card grades, conduct grades, "at -risk" students, and climate surveys.

All of these are elements that can be directly impacted by the services of the School Counselor.
Achievement-related data is your starting point.  This is the data you want to analyze for patterns, deficits and needs to help inform your program goals. Your school may have other data they generate that you may wish to reference like ethnicity, gender, and ESE student data. This will be helpful when disaggregating  your data, but that is something we will cover in another post.

School Counselor generated data: data a School Counselor generates from pre and post tests or surveys for assessing student perceptions following lessons or groups.   Also, parent, teacher, and student needs assessments for informing school counseling program goals.

More DATA terms
Three more data terms you have probably heard are process, perception and outcome data. I used to always get these three mixed up!

Process data  think "just the facts."  This tells what the School Counselor did and for whom.  It is proof an event occurred.  Process data tells the who, what, when, where, and how.

Examples:
September: 37 classroom lessons, 600 students in  K-5 for 45 minutes each to introduce the role of the School Counselor
September: 72 students, 10 small groups of 6-8 students each for one 30 minute  Meet and Greet to provide new student orientation
April: 18  8th grade homerooms lessons for 40 minutes each to 275 students to discuss registration for high school

Perception data measures how students attitudes, knowledge and skills are different as a result of your lesson or group.  Have beliefs changed, students learned a skill, or their  knowledge increased?  This is  all about what the students have learned.  Hatch tell us to shift the words around to remember to "ASK,"  that is measure what students learned as a result of an activity.  By using pre/post tests, surveys, exit tickets, role play,etc. you can assess what students have learned from your time together.

Examples:  
Attitudes/Beliefs
Before class 84% of students believed a single incident of name calling was bullying
after the lesson 12% believed a single incident of name calling was bullying.
Before class 20% of students believed studying with the TV and music on was ineffective, after class this belief increased to 98%.

Skill attainment ( Competency data)
90% of 5th graders could role play 2 Upstander techniques for handling a bully
100% of 7th graders completed a career interest inventory

Knowledge
Before class 17% of students knew the difference in bullying and conflict, after 89% knew the difference.
Before a series of group sessions 5% of 7th grade girls knew 3 ways to reduce drama with friends, after the sessions this knowledge increased to 98%.

Results data   This is the  proof a class or intervention worked or didn't work. It is the data that shows whether their is a change in student behavior.  This is the data that shows how students are different because of what School Counselors do.

Examples:
Bullying incidences were reduced by 10% from Q1 to Q2
Attendance of Hispanic males improved by 24%
D's and F's by 6th grade students were reduced by 37%

Is the term DATA making more sense now?  Do you have a better understanding of the context  in which you have been heard it used?  I hope this little "DATA Talk has helped."  Feel free to share questions, comments, or suggestions for future "DATA Talks."

Google Forms: Collect and Analyze Data to Advocate for Your School Counseling Program

Many years ago, when I first started as a "Guidance Counselor" (that's what we were called back then), I had a wonderful, forward thinking, district level "Guidance" Coordinator.  She saw the yearly budget battles that each Spring found state legislators discussing cuts to School Counselor, Media, Music, and Art positions and decided to do something about it.  As a proactive individual, she believed in the power of data and was determined to protect the jobs of her Counselors.  She had us start collecting data long before collecting data was in everyone's consciousness.  Our "guidance" logs tracked how our time was spent daily and was then compiled into monthly reports to indicate the amount of time we spent performing direct and indirect services to students.  This data collection helped secure School Counselor positions in every elementary school in our county at a time when many other positions were being cut.   Today logging how we spend our time is more important (and easier) than ever as School Counselors around the country advocate for their positions and the ability to determine how their services are utilized in their schools.

As a member of the Facebook group The Elementary School Counselor Exchange, I have read numerous posts about record keeping, accountability, paperless forms and surveys, and a general feeling of  distress at the misuse of our specialized education, abilities, and skills.  In many schools we are the most expensive lunchroom hostess, hall monitor, or registrar to be found.  We are being asked to perform jobs that do not require a Masters degree in School Counseling, and in so doing are being prevented or severely limited in performing the student-centered services that do.  When you think about it, this makes school districts and administrators very poor stewards of the human resources they have in their School Counselor.  Rather than investing their School Counselor resource in services and programs that can close the achievement gap,  administrators are requiring School Counselors to perform tasks that could easily be performed by any number of reasonably intelligent and responsible adults on campus.

The ASCA National Model clearly outlines the role of the School Counselor and gives examples of what is and is not appropriate usage of a School Counselor's time.  ASCA recommends 80% of a school counselors time be spent in direct and indirect services to students. In situations where the skills and services of the School Counselor are being misused or under utilized, it is even more compelling to provide the data that gives an accounting of how we spend our day.  Because many of the things we do are not visible to the eyes of our administrators or colleagues, there is a great deal of misunderstanding and misinformation about what our job entails. There is also the confidential nature of some of our services that are not readily apparent to those who evaluate us or have the final say in our programming.  Therefore, we are often called upon to do jobs that
actually impair or interfere with the job of being a School Counselor.  This is where Google Forms can help a School Counselor provide the process data needed in documenting how their day is spent.  There is so much more that can be done with Google Forms in terms of perception data too, but for now let's start with how a School Counselor's day is spent.

The Google Form here is a compilation of duties and responsibilities shared with me by my School Counselor colleagues from the Facebook group The Elementary School Counselor Exchange. The variety of  unrelated duties represented in this form have been assigned to School Counselors leaving them, in many cases, without the time or support to pursue relevant school and student needs.   It is my hope that School Counselors can use this form to demonstrate, with data and visual representations of graphs, how their time is being spent, both in an effort to create change and to show progress towards that change.

The link for the Counselor Activity Log above allows you to make a copy so you can make any additions or deletions you want  in order for this form to be more representative of your specific situation.  To make your own copy, first open the above link. You should see the form in the gray version.  Don't edit yet.  Once opened, go to File in upper left corner.  Click on File and you will see Make a copy. Click on Make a copy, then you will be asked to rename the form and click ok.  Next, close my form you just used to make your copy. Now go to your Google Drive and look for the form you just renamed. Also be sure, the word shared  is not beside your form.  Shared means your information is not private.  Next click on the name of your form and you should see the gray version ready for you to make your edits.  Now you are ready to make edits and personalize my form for your usage!

A WORD OF WARNING!
Remember, I made the link to this form public so I could share it with you all.  That means the responses  (if anyone is thinking of just using the link to this form) are public too.  Anyone on the web can see it. So please, do not put student information in the form above before making your own private copy.  Usage of this specific link without copying to your Google drive first will result in your data being recorded in a shared file and anyone on the internet can see your confidential student information.

As you begin making entries to your form, data will be recorded in a spread sheet like this one.  Your Google Drive will have a document titled with the name of your form and the word responses in parentheses. If you want to sort your data, open the responses document, go to Data, click on the column you want to sort and choose sort from A-Z or sort from Z-A.  When you are ready to view your data in graphs, open your form, click on Responses and then Summary of Responses  to view your graphs and data.

Many thanks to the School Counselors who shared their unrelated duties with me for the creation of this form.  It is my hope you will find it useful as you document your daily activities and strive to gain the support you need to bring your program in line with the ASCA National Model.

Do you have a method for recording how you deliver services to students? What have you found most effective for collecting process data and giving administrators an understanding of your job role?

If you are interested in more information about Goolge forms, or how you can quickly and easily create your own, follow this link to my post with step by step instructions, with pictures!