2.2 EDSCLS Administration

This section is intended for EDSCLS Survey Administrators and covers how to administer the suite of school climate surveys to students, parents/guardians, instructional staff, and noninstructional staff (including principals). Figure 1 below displays the various tasks that Survey Administrators will use the dashboard to carry out during the survey planning, administration, and post-administration phases of the EDSCLS. Each of these tasks is explained in more detail throughout this section.

A figure explaining the order of events regarding the EDSCLS survey administrator tasks
Figure 1. EDSCLS Survey Administrator Tasks

Once the survey platform has been installed and configured by IT staff, Survey Administrators will have access to the “Survey Administrator dashboard,” which will be their control center throughout the survey process and where each of the tasks displayed in figure 1 can be executed. Figure 2 below displays the dashboard.

A figure showing the EDSCLS survey administrator dashboard
Figure 2. EDSCLS Survey Administrator Dashboard

The Survey Administrator dashboard is divided into five main boxed sections. The dashboard allows the Survey Administrator to perform the following tasks:

edit information about the education agency administering the survey and the Survey Administrator;
create, edit, and delete data collections;
generate, export, and disseminate random usernames for each respondent group;
produce various types of reports, including real-time survey status reports during data collection and survey results reports immediately after data collection; and
  export and import survey results.

Additionally, the dashboard allows Survey Administrators to add appropriate informed consent language directly into the EDSCLS surveys. The EDSCLS includes default informed consent language to provide respondents with information about the study and their rights to participate. They can also choose to not participate after reading the information. Survey Administrators can modify the prefilled language based on the needs of their education agency. For the student survey, Survey Administrators need to add confidentiality language that is consistent with the Family Educational Rights and Privacy Act (FERPA) and state laws and that takes into account whether or not student response data will be linked to external data. This feature can be accessed via the “INFORMED CONSENT” link found on the home page of the dashboard.

Screenshot of the ED School Climate Surveys Menu Bar with the text 'Informed Content' selected

Survey Administrators also can add new survey items to the end of the pre-set EDSCLS items by clicking on the “NEW SURVEY ITEM” link found on the home page of the dashboard. Survey results for new items will not be displayed in any reports within the platform; however, Survey Administrators will be able to export the data for analysis outside of the platform.

Screenshot of the ED School Climate Surveys Menu Bar with the text 'New Survey Item' selected

Similarly, the ability to hide pre-set survey items is available by clicking on the “HIDE SURVEY ITEMS” link. When you hide survey items for a respondent group, scale score reports will not be available, but item frequency reports will be generated and will note which items on the survey were hidden.

Screenshot of the ED School Climate Surveys Menu Bar with the text 'Hide Survey Items' selected

It is strongly recommended that Survey Administrators conduct a test run of the survey process prior to survey administration. Test runs should be done for all surveys, but more planning is needed for the student survey (securing rooms in which to administer the survey, assigning proctors, distributing log-in information, etc.). Please see more details in 3.4 Test Runs Prior to Administration. The test run familiarizes Survey Administrators with the full capabilities of the dashboard and equips them to address any issues that may arise during active data collections. For example, the survey status reports function allows Survey Administrators to monitor real- time submission rates,[1] a useful feature that can be used to identify respondent groups with low submission rates. Nonresponse follow-up efforts (e.g., e-mail reminders) can then be implemented to increase participation rates.

Administrators may want to use figure 2 above to follow along with the directions below. Alternatively, if IT staff have already downloaded and installed the EDSCLS package, administrators may want to follow along with the real dashboard open on their computer.

The icon button key below shows the icon symbols that are referenced throughout this guide.

Screenshot of the icon button key showing what each symbols represents throughout this user guide

Before beginning to use the features of the dashboard, the Survey Administrator must first log in. Step- by-step instructions on how to log in to the dashboard are provided in this section.

  1. To log in to the Survey Administrator Dashboard:
  1. Open the EDSCLS website from a browser. Your IT staff will have created this website for you and should have provided you with the URL.
  2. From the home page, click on the “>> ADMINISTRATOR LOG IN” link from the toolbar on the home page.
Screenshot of the ED School Climate Surveys Menu Bar indicating where the 'Administrator Log in' link is located

Alternatively, users can enter “sclsadmin” in the “Username” text box and click on the “LOG IN” button.

  1. Enter “sclsadmin” in the “Username” text box.
Screenshot of where the user will enter the username and password

If you are logging in for the first time, enter the temporary password “2@Password” in the “Password” text box. Otherwise, enter the new password you have chosen.

  1. If you are logging in for the first time, read the Pledge of Confidentiality. Then check the “I have read and agree to the Pledge of Confidentiality” check box.
Screenshot of the confidentiality pledge that must be read and checked before logging in
  1. Click on the “LOG IN” button.

After logging in for the first time, you will be redirected to the Change Password page and required to specify a password that is different from the default administrator password.

Screenshot of a list of password requirements that the user must adhere to
  1. To change the password:
  1. Enter a new password in the “New Password” text box.
  2. Enter the same new password in the “Retype New Password” text box.
  3. Passwords will automatically be hidden when entered. To reveal the password characters, check the “Show Password” check box.
  4. Click on the “SAVE” button.
  1. To reset the password or if you have forgotten your password:
  1. Click on the “>> ADMINISTRATOR LOG IN” link from the toolbar on the home page.
  2. Enter “sclsadmin” in the “Username” text box.
  3. Click on the “Reset Password” link.
  4. An e-mail with a URL to reset the password will be sent to the e-mail address of the Survey Administrator specified on the Education Agency page (see 2.2.3 Education Agency below). Click on the URL or copy and paste the URL directly from the e-mail into a browser address bar to be taken to the Reset Password page.
  5. Follow the instructions in the “To change the password” section above.
  1. To log out:
  1. Click on the “LOG OUT” link in the toolbar.

After logging in for the first time and changing your temporary password, you will be directed to the Education Agency page and prompted to enter information about the education agency that is hosting the EDSCLS surveys. This only needs to be done once, regardless of how many data collections are opened.

  1. To enter the education agency information:
    1. Select the level of the education agency from the “Level” drop-down box (state, school district, or school).
N O T E
If your education agency spans multiple schools in one district, select the “District” level. If your education agency crosses district lines, select the “State” level.
  1. If a state education agency is hosting the EDSCLS survey, select the state from the “State” drop-down box.
N O T E
At the state level, the level and state cannot be changed once the “SAVE” button has been clicked.

If a school district is hosting the EDSCLS survey, enter the school district’s 7-digit NCES district ID in the “NCES ID” text box. If you do not know the district’s NCES ID, click on the “Find Your District ID” link to be redirected to the NCES Public School District Locator.

If an individual school is hosting the EDSCLS survey, enter the school’s 12-digit NCES school ID in the “NCES ID” text box. If you do not know the ID, click on the “Find Your School ID” link to be redirected to the NCES Public School Locator. This function is not available for private schools.

If your education agency does not show up in the NCES Public School District Locator or the NCES Public School Locator, please set up the data collection at the “District” level and select the district nearest to yours, and then manually change the name of the education agency.[2] Please see section 2.2.8 B. To add a school to the data collection for more details about adding schools not included in the NCES public school directory.

  1. In the Education Agency section, the name of the education agency is automatically prefilled. To modify the name of the education agency, enter another name in the “Name” text box.
Screenshot of the education agency section indicating where to fill in the name of the agency
  1. In the Survey Administrator section, enter the name of the Survey Administrator in the “Name” text box.
Screenshot of the survey administration section indicating where to fill in the name of the administrator
  1. Enter the e-mail address of the Survey Administrator in the “E-mail” text box.
N O T E
It is recommended that you use an e-mail address that was created specifically for the purpose of administering the survey (e.g., EDSCLS@edagency.edu).
  1. Enter the phone number of the Survey Administrator in the “Phone” text box.
N O T E
The Survey Administrator’s name, e-mail address, and phone number will be displayed on the home page for all survey participants. Participants rely on this information to contact the Survey Administrator. Please make sure it is accurate.
  1. Click on the “SAVE” button to save information about the education agency.

Once the education agency information has been saved for the first time, you will be directed to the dashboard. On the top left of the dashboard, you will see a section called “Education Agency.”

Screenshot of the education agency dashboard that will appear at the top left of the screen

The Survey Administrator can use this section to edit information about the education agency at any time. For example, the name and contact information for the Survey Administrator that is provided to respondents can be updated. If an education agency administers the EDSCLS multiple times (for example, once each year), the Survey Administrator information should be reviewed for currency and accuracy prior to each round of data collection.

  1. To edit the education agency information:
  1. In the Education Agency section, click on the “Edit” menu button.
Screenshot of the edit button on the education agency dashboard
  1. Edit the education agency and/or Survey Administrator information as instructed above in 2.2.3 Education Agency A. To enter the education agency information.
W A R N I N G
At the district and school levels, if the NCES ID is changed, any data collections, usernames generated, and data collected will be deleted when the “SAVE” button is clicked. A warning box will pop up asking the user to confirm the change. Click “Cancel” in the warning box if the change was accidental. Click “Yes” if you want to delete the old data collection and start afresh.
  1. Click on the “SAVE” button.

On the top right of the dashboard, you will see a section called “Data Collection.” This is the part of the dashboard that Survey Administrators can use to open, close, and delete data collections. Note that, if there are no open data collections, only one data collection box will appear in your platform and it will have a “Create” button. However, if one or more data collections have already been created, an additional data collection box will be present, and it will have an “Edit” button, as shown below.

Screenshot of the data collection section on the dashboard highlighting the create button
Screenshot of the data collection section on the dashboard highlighting the edit button
  1. To create a new data collection:
  1. In the Data Collection section, click on the “Create” button, or "Edit" if Data Collections already exist.
  2. Click on the “START DATE” text box/date selector located on the top blank row. Enter the start date of the data collection or select the start date from the date selector.
Screenshot of the data collection section on the dashboard highlighting the start date text box
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The start date must be today’s date or later.

Refer to section 3.2 Setting Dates for the Survey Administration Window for guidelines to consider when setting the data collection start and end dates.
  1. Click on the “END DATE” text box/date selector. Then enter the end date of the data collection or select the end date from the date selector.
N O T E
The end date cannot be earlier than the start date. A data collection will close on the end date at 11:59 p.m.
  1. Select the respondent group from the “RESPONDENT GROUP” drop-down box. A unique data collection name is created based on the start date, end date, and respondent group.
  2. Click on the Save icon.
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Once a data collection has been created, the status is marked as “Not Started” until the date entered as the start date arrives, at which time the status will show as “Started.” The status will change to “Closed” at 11:59 p.m. on the specified end date.

Multiple data collections can be created; however, the start date, end date, and respondent group must be unique. For example, two student surveys cannot be opened at the same time with the same start date and same end date.
  1. To edit a data collection:
  1. Edit the start date and/or end date of a data collection.
  2. Click on the Save icon of the data collection to save the changes.
  1. To delete a data collection:
  1. Click on the Delete icon of the data collection to be deleted.

The EDSCLS includes default informed consent language to provide respondents with information about the study and their rights to choose to participate or not to participate. Survey Administrators can modify the language on this page based on the needs of their school, district, or state. For the student survey, Survey Administrators need to add confidentiality language that is consistent with FERPA and state laws and that takes into account whether or not student response data will be linked to external data.

N O T E
The Protection of Pupil Rights Amendment’s (PPRA) active consent requirement applies only to data collections conducted by the federal government. While the EDSCLS was developed by the U.S. Department of Education (ED), ED does not collect the data, nor does it have access to the data. Therefore, only state and local consent requirements apply.
  1. To edit the informed consent language:
    1. Click on the “INFORMED CONSENT” link on the toolbar of the dashboard.
Screenshot of questions and answers regarding what the ED School Climate Survey is about
  1. Select the respondent group from the “Respondent Group” drop-down box.
  2. Edit the prefilled informed consent language in the text area.[3] For the student respondent group, replace “[Confidentiality language that is consistent with FERPA and state laws will be inserted by the district or school administrating the survey]” with confidentiality language that is consistent with FERPA and state laws.
  1. To set text in bold, select the text and click on the Bold icon.
Screenshot of how to highlight and bold words
  1. To italicize text, select the text and click on the Italicize icon.
Screenshot of how to highlight and italicize words
  1. To underline text, select the text and click on the Underline icon.
Screenshot of how to highlight and underline words
  1. To toggle between the English and Spanish versions of the consent language for student and parent respondent groups, click on the “English” and “Español” links.
  2. Click on the “SAVE” button to save the informed consent language.

Survey administrators may add survey items to the end of the EDSCLS surveys items as long as there are no open data collections for a specified respondent group. The data for added survey items, or new items, will not be included in the survey results reports (2.2.10.2 Survey Results Reports). To access survey data for new survey items, you will need to export respondent level results (2.2.11 Exporting and Importing Respondent-Level Survey Results). Also, survey data cannot be imported into other data collections.

  1. To add a new survey item:
    1. Click on the “NEW SURVEY ITEM” link on the toolbar of the dashboard.
Screenshot of the ED School Climate Surveys Menu Bar with the text 'New Survey Item' selected
  1. Select the respondent group from the “Respondent Group” drop-down box.
  1. Enter the new survey item in the “SURVEY ITEM” text area.
Screenshot of text area for entering the survey item
  1. Enter at least 2 response options in the “RESPONSE OPTIONS” text boxes. To insert additional response options, click on the Add icon.
Screenshot of text area for entering the response options
N O T E
Response options that are left blank will be removed when the new survey item is saved.

Within the EDSCLS platform’s student and parent surveys, respondents can choose whether to complete the survey in either English or Spanish using a toggle feature. When survey administrators add an item to either survey, the toggle feature is not available. If you want to add an item in English and Spanish, add the survey item and response options in both languages in the same text box. Respondents will then see the item you added in both English and Spanish simultaneously.
  1. Click on the Save icon to save the new survey item.
  1. To edit a survey item:
  1. To edit the survey item, delete the current text and retype the new text in the “SURVEY ITEM” text area.
  2. To edit the response options, delete the current text and retype the new text. Enter at least 2 response options in the “RESPONSE OPTIONS” text boxes. To insert additional response options, click on the Add icon.
  3. Click on the Save icon.
  1. To delete a survey item:

Click on the Delete icon of the survey item to be deleted.

Survey Administrators may hide existing EDSCLS, pre-set survey items as long as there are no open data collections for a specified respondent group. When hiding items, respondents will not see or be able to respond to those hidden items. Since removal of items from pre-set EDSCLS scales impacts scale validity, scale score reporting will not be available for these adapted partial surveys with hidden items; rather, these partial surveys will only generate item frequency reports (see 2.2.10.2 Survey Results Reports).

  1. To hide a survey item:
  1. Click on the “HIDE SURVEY ITEMS” link on the toolbar of the dashboard.
Screenshot of the ED School Climate Surveys Menu Bar with the text 'Hide Survey Items' selected
  1. Select the respondent group from the “Respondent Group” drop-down box.
  1. The Engagement domain will open by default. To show the topical areas within a domain, click on the Expand icon.
Screenshot of the engagement domain with the dropdown menu of each topical area highlighted
  1. To hide survey items for a topical area, click on the Collapse icon.
Screenshot of the engagement domain with the dropdown menu of the 'cultural and linguistic competence' topical area highlighted
  1. To hide a survey item, click on the “Hide” check box and then click on the “Save” icon.
Screenshot of the engagement domain with the dropdown menu expanded of the 'cultural and linguistic competence' topical area.  A survey item is checked as hidden and the save button is highlighted.
  1. To show all pre-set survey items, click on the “RESET ALL” button.

In the center of the dashboard’s main page, you will see a box titled “RESPONDENT USERNAMES.” Respondent usernames are generated randomly from the EDSCLS platform for each respondent group such that, when a respondent enters the username into the survey platform, he or she will be directed automatically to the appropriate survey (i.e., student, instructional staff, noninstructional staff including principals, or parent/guardian). Through this section of the Survey Administrator dashboard, these random usernames can be generated and exported.

Screenshot of the Respondent Username box

The dashboard also provides Survey Administrators with an option to disseminate these random usernames to respondents’ e-mail addresses. To use this option, Survey Administrators must upload respondent e-mail addresses into the EDSCLS platform and use the EDSCLS to send individual survey invitations to respondents.

For each data collection, administrators will need to generate usernames for each respondent group in each school. This allows the EDSCLS platform to track and display survey submission statuses by school, which is an important tool in ensuring the success of a data collection.

The Respondent Usernames section of the dashboard includes the following functionalities:

  • Generate – Create usernames for a data collection
  • Export – Save the list of generated usernames as a single CSV (comma-separated or character- separated values) file or multiple CSV files
  • Disseminate – Import usernames and e-mail addresses into the EDSCLS platform for a data collection and disseminate survey invitations via the e-mail tool in the EDSCLS

The general process works as follows. Survey Administrators use the EDSCLS to generate a certain number of usernames for each school. If multiple schools in a district or state are participating in the EDSCLS, usernames are generated for each school. Survey Administrators then export the randomly generated usernames in a CSV file(s), which can be opened with a text editor or Excel, where each username can be paired with a respondent’s e-mail address. With that done, Survey Administrators can then import the newly appended CSV file back into the EDSCLS platform. The end result is that the administrator can use the platform to send each respondent an e-mail with a unique username and an invitation to participate in the EDSCLS.

This section of the dashboard also provides the status of each data collection that has not yet closed, and tracks whether usernames have been generated, exported, and disseminated.

See Appendix B for more information on the role of the username dissemination feature in an EDSCLS administration.

  1. To generate usernames:
  1. In the Respondent Usernames section, click on the “Generate” menu button.
Screenshot of the Respondent Username box with the generate menu button selected

Alternatively, click on the “GENERATE” link from the toolbar on any Respondent Usernames page.

Screenshot of ED School Climate Survey menu bar with the generate link selected
  1. First, identify the data collection for which usernames are being generated. Select the data collection from the “Data Collection” drop-down box.
Screenshot of the data collection drop down menu box selected
  1. Create a list of participating schools (district- or state-level Survey Administrators only[5]):
  1. To generate a prefilled list of schools within the state or district, check at least one school level. Click on the “SHOW SCHOOLS” button.
Screenshot of the school level check box options
  1. Because the EDSCLS contains a database of all public schools in the United States based on the Common Core of Data (CCD) (http://nces.ed.gov/ccd/), the school name, NCES School ID, and school level will be automatically prefilled for every school displayed.

To edit the school name at the state or district level, enter another name in the “SCHOOL NAME” text box.[6]

To change the school level (e.g., middle school, high school), select another school level from the “SCHOOL LEVEL” drop-down box that appears to the right of the school name and NCES school ID.

  1. To change the school level (e.g., middle school, high school), select another school level from the “SCHOOL LEVEL” drop-down box that appears to the right of the school name and NCES school ID.
  1. To navigate between the pages of schools, click on the “Previous” or “Next” links.
Screenshot of where to enter the name of the school, the school level, and the number of respondents
  1. Determine how many respondents are in each population and enter that number into the “NUMBER OF RESPONDENTS” text box for each school. For example, if 450 students enrolled in a school will be invited to take the survey, 450 usernames should be requested for that school.
N O T E
A number greater than zero must be entered. Schools that do not have at least one respondent will be removed from the database once the usernames are generated.
  1. Click on the “GENERATE” button to generate usernames.
N O T E
Username Format: Respondent usernames are 8 characters long and are made up of lowercase letters and numbers. Student usernames begin with the letter “s”; teacher/instructional staff usernames begin with “t”; noninstructional staff usernames begin with “n”; principal usernames begin with “np”; and parent/guardian usernames begin with “p”.

Time to Generate Usernames: It may take up to 10 seconds to generate 500 usernames, and 90 seconds to generate 5,000 usernames.

Dashboard Information: On the dashboard, the Generated and Exported columns will be marked with check marks once all usernames for the data collection have been generated and exported. By default, usernames are exported into a single CSV file for each data collection.

Increasing Number of Usernames (All Respondents): To add additional usernames, you must increase the total number of usernames for that school by the number of additional usernames required (e.g., if you have 100 usernames for a school and would like to add 25 additional usernames, you would enter 125 in the box next to that school). Reducing the number of usernames (e.g., using the previous example, if you replace 100 with 25) will result in the loss of data. A pop-up message on the “Generate Usernames” page will alert users when the total number of usernames is reduced.

Increasing Number of Usernames for Noninstructional Staff: When generating usernames for noninstructional staff, one principal username is generated for each school in the noninstructional staff data collection. If additional noninstructional staff usernames are generated, the platform will also generate another principal username.

If the additional principal username is not needed, administrators must be sure to (1) discard this additional principal username and (2) increase the number of noninstructional staff usernames required to account for this one username that will not be used. Note that principals answer all items in the noninstructional staff survey and several principal-specific items. Please do not assign principal usernames to other noninstructional staff.
  1. To add a school to the data collection (district- and state-level hosts only):
    1. Enter the NCES school ID into the “NCES SCHOOL ID” auto-completer text box.

    If you do not know the ID, click on the “Find NCES School ID” link to be redirected to the NCES Public School Locator. If the school does not have an ID, because it is newly formed or a private institution, select a public school from the list, preferably one nearby, and manually modify the school information to reflect the correct information.

    N O T E
    At the state level, the first 2 digits of the NCES school ID must match the American National Standards Institute (ANSI) Code of the state education agency. At the district level, the first 7 digits of the NCES school ID must match the NCES ID of the district.
    Screenshot of the data collection box with the NCES school ID selected
    1. Select a school from the “NCES SCHOOL ID” auto-completer list or enter another NCES school ID.

    If a school was selected from the “NCES SCHOOL ID” auto-completer list, the school name and school level will be prefilled. Otherwise, the school name will be blank, and the school level will be unselected.

    N O T E
    The prefilled school level is calculated from the school’s corresponding low and high grade span values in the NCES Common Core of Data (CCD): primary (low grade = PK–03; high grade = PK–08); middle (low grade = 04–07; high grade = 04–09); high (low grade = 07– 12; high grade = 12 only); other (any other configuration not falling within the above three categories, including ungraded).
    1. To edit or specify the school name, enter the name in the “SCHOOL NAME” text box.
    2. To change or specify the school grade level, select a level from the “SCHOOL LEVEL” drop- down box.
    3. Click on the Save icon.
     
    1. To delete a school (district- and state-level hosts only):
    1. Click on the Delete icon of the school to be deleted.
    Screen shot of the delete icon to delete the row of a specific school

    Usernames can be exported in CSV file format. This file type can be opened with text editors (e.g., NotePad, WordPad, or TextEdit), Excel, and many programming applications. Once the usernames are in CSV file format, the Survey Administrator can hand them off to Survey Coordinators in each school,[7] or the administrator can take the steps needed to e-mail survey invitations through the platform, as described below.

    1. To export usernames (file will be in CSV format):
    1. Under the Respondent Usernames section, click on the “Export” menu button.
    Screenshot of Respondent Usernames section indicating the export menu button is selected

    Alternatively, click on the “EXPORT” link from the toolbar on any Respondent Usernames page.

    Screenshot of the ED School Climate Surveys toolbar with the export link selected
    1. Select the data collection from the “Data Collection” drop-down box.
    2. To generate multiple export files by school at the state or district level, check the “Multiple Files” check box.
    Screenshot of Data Collections box indicating where the multiple files check box is located
    1. Click on the “EXPORT” button.

    The following instructions explain how to disseminate usernames through the EDSCLS e-mail function. Please note that if your IT staff is not able to set up the e-mail service for the EDSCLS platform, you will not be able to use this feature. You will need to either disseminate usernames using your regular e-mail system or disseminate them manually, by printing them out on paper.

    E-mail addresses and usernames can be merged using either a text editor or Excel.

    1. To merge e-mail addresses with usernames using a text editor:
    1. Open the exported usernames CSV file in a text editor like Notepad, WordPad, or TextEdit.
    Screenshot of the exported csv file in the Notepad window
    1. Delete the first row, which contains the column headers (i.e., DATA_COLLECTION, SCHOOL_NAME, etc.).
    Screenshot of the exported csv file in the Notepad window with the header row deleted
    1. After each username, enter “,” and the e-mail address.
    Screenshot of the exported csv file in the Notepad window.  Each row ends with a comma then the email address of each user is entered
    1. Delete any rows that do not have an e-mail assigned to a username.
    Screenshot of the exported csv file in the Notepad window with only the rows that contain email addresses are shown
    1. When saving the file, enter a file name, followed by “.csv”, and select “All Files” from the “Save as type” drop-down box.
    Screenshot of the 'file name' and 'save as type' fields highlighted
    1. Click on the “Save” button.

    1. To merge e-mail addresses with usernames using Excel:
    1. Open the exported usernames CSV file in a Microsoft Excel document.
    Screenshot of the exported csv file that was in the Notepad window now opened in a Microsoft Excel document
    N O T E
    The NCES ID will be shown in scientific notation in Excel by default. The administrator will have to complete step 2 below to change it back to its original form. The file cannot be imported back into the EDSCLS platform in usable form without completing this step.
    1. To convert the NCES ID to a text column, select column C (NCES_ID), right-click, and select “Format Cells…”.
    Screenshot of the NCES ID column highlighted in Microsoft Excel and the format cells menu option selected
    1. From the “Format Cells” window, select “Custom” for the “Category” and type 12 zeroes (i.e., “000000000000”) directly into the “Type” text box. Then click the on “OK” button.
    Screenshot of the 'format cells' box and the 'type' field selected under the 'number' tab
    1. Delete the first row, which contains the column headers (i.e., DATA_COLLECTION, SCHOOL_NAME, etc.). The end result should be raw data, like the sample seen below.
    Screenshot showing the column header row deleted
    1. Enter the e-mail addresses in column E.
    Screenshot showing the email address column is highlighted
    N O T E
    District- and state-level Survey Administrators may need to establish their own logistics chains to acquire respondents’ e-mail lists from school and/or districts, depending on where such data are stored. Consider the logistics chain recommended in 3.1 Preparing for the Survey Administration.
    1. Delete any rows that do not have an e-mail assigned to a username.
    Screenshot showing only rows that have an email address
    1. When saving the file, enter a file name and select “CSV (Comma delimited)” from the “Save as type” drop-down box to import back into the EDSCLS platform.
    Screenshot of the 'file name' and 'save as type' fields highlighted
    1. Click on the “Save” button.
     
    1. To import the merged usernames-with-e-mails CSV file:
    1. Under the Respondent Usernames section, click on the “Import E-mails” option from the “Disseminate” menu.
    Screenshot of the respondent username section indicating the 'import e-mails' option selected

    Alternatively, click on the “IMPORT E-MAILS” link under the “DISSEMINATE” menu from the toolbar on any Respondent Usernames page.

    Screenshot of the ED School Climate Surveys toolbar showing the 'disseminate' drop down menu with the 'import e-mails' option selected
    1. Select the data collection from the “Data Collection” drop-down box.
    2. Click on the “Browse…” button to open the File Upload window.
    3. From the File Upload window, select the e-mail CSV file to import and click on the “Open” button.
    Screenshot of the 'file name' field highlighted
    1. Click on the “IMPORT FILE” button.
     
    1. To disseminate the usernames via the e-mail tool in the EDSCLS:
      1. Under the Respondent Usernames section, click on the “E-mail Usernames” option from the “Disseminate” menu.
      Screenshot of the respondent username section indicating the 'e-mail usernames' option selected

      Alternatively, click on the “E-MAIL USERNAMES” link under the “DISSEMINATE” menu from the toolbar on any Respondent Usernames page.

      Screenshot of the ED School Climate Surveys toolbar showing the 'disseminate' drop down menu with the 'e-mail username' option selected
      1. Select the data collection from the “Data Collection” drop-down box.
      2. The “Send to new recipients only” check box is checked by default. Uncheck to send follow-up or reminder e-mails to recipients who have previously received e-mails.
      3. Enter the e-mail subject in the “Subject” text box.
      4. Modify the e-mail message in the “Message” text area, including replacing “{Please insert the link to your survey}”.
      5. Click on the “SEND” button.
      N O T E
      On the dashboard, the “Disseminated” column will be marked with a check mark once all usernames for the data collection have been disseminated via the e-mail tool in the EDSCLS platform. Please note that the platform does not know if the e-mails have been successfully delivered. Survey Administrators will need to coordinate with their IT staff to track any e-mails that may be returned as undeliverable.

      Administrators will need to refresh the Data Collection table to check the latest status of the usernames.

       
      1. To refresh the data collection table after usernames have been generated, exported, and/or disseminated:
      1. Click on the Refresh icon.
      Screenshot of respondent username indicating the the refresh icon

      On the bottom left of the dashboard home page, you will see a section of the dashboard titled “REPORTS”. This is where Survey Administrators can produce real-time survey status reports during a data collection and survey results reports immediately after the close of data collection.

      Screenshot of the reports section

      Once a data collection has started, two types of real-time survey status reports can be viewed and exported:

      1. Submission Rate Reports
      2. Case Disposition Reports

      Submission Rate Reports:

      Survey submission rate reports show the number of usernames generated, the number of submitted surveys, the number of incomplete surveys, the number of unused usernames, the number of refusals, and the overall submission rate. Survey Administrators can use these reports to monitor data collections and make informed decisions about needed follow-up efforts. Refer to 3.5 During the Survey Administration Window to learn how survey submission rate reports can be used to provide continued communication during administration and optimize response rates.

      Case Disposition Reports:

      It may be useful for Survey Administrators to have access to more granular information about individual case dispositions to supplement the information displayed in submission status reports. For example, if an education agency chooses to keep track of which usernames were given to which students, detailed information on the status of individual usernames (e.g., complete, partial, unused, refusal) can help to target the agency’s nonresponse follow-up efforts.

      Case disposition reports can be generated in one of three ways: (1) directly through the submission status report tables, (2) through the reporting section on the main page of the Survey Administrator dashboard, or (3) through the “survey status reports” button on the toolbar of any Reports page.

      1. To view the submission rate report:
      1. Under the Reports section of the dashboard, click on the “Submission Rate” option from the “Survey Status Reports” menu.
      Screenshot of the reports section showing the selections 'survey status reports' and 'submission rate'

      Alternatively, click on the “SUBMISSION RATE” option under the “SURVEY STATUS REPORTS” menu from the toolbar on any Reports page.

      Screenshot of the ED School Climate Survey menu bar indicating the drop down menu option 'survey status reports' and 'submission rate'
      1. To show submission status information for all data collections at the state or district level, click on the Expand icon on the header row.
      Screenshot of the data collection section showing the expand icon selection at the top left
      1. To show data for a single data collection at the state or district level, click on the Expand icon for that data collection.
      Screenshot of the data collection section showing the two expand icons next to each row
      N O T E
      The definition of each column header in the Submission Rate Report is as follows:

      Total Usernames Generated: For each survey being administered (i.e., student, parent, instructional staff, and noninstructional staff [including principals]), the number of usernames that have been generated will be shown. Depending on the level of the education agency that is hosting the surveys (school, district, or state), the total number of usernames will be displayed at the school, district, or state level.

      The sum of the number of unused usernames, the number of incomplete surveys, the number of refusals, and the number of submitted surveys equals the total number of usernames generated.

      Number of Submitted Surveys: Cases that are assigned a disposition status of “submitted” include those where a respondent has logged in to the survey, consented to participate, and responded to all survey items, thereby completing the survey. Submitted surveys also include finalized cases that do not meet the EDSCLS definition of a completed interview, including those where a respondent viewed all survey items and proceeded to the “thank you” screen without providing valid responses to a sufficient number of items to be classified as a completed interview. The number of refusals is excluded from the number of submitted surveys. This number will provide Survey Administrators with a count of the number of respondents who have finalized their survey.

      Number of Incomplete Surveys: Once a username is used to log in to a survey, the case will be assigned a disposition status of “logged in, not submitted.” This status will include cases typically considered “partial completes.” Cases assigned this status may include those where respondents have logged in to the survey but not yet consented to participate, where respondents have consented to participate but not yet responded to any survey items, and where respondents have responded to survey items, but have not yet viewed the final “thank you” screen. This number will provide Survey Administrators with a count of the number of respondents who have started, but not yet finalized the survey.

      Number of Refusals: The number of respondents who declined to participate at the consent page (i.e., opted out of the survey).

      Number of Unused Usernames: Usernames that have been generated but not used to access the survey will be displayed in the survey status report. This will provide administrators with an estimate of the number of respondents who have not yet attempted to take the survey. This number will be inflated if the number of usernames generated exceeds the number of potential respondents to the survey (i.e., if “extra” usernames are generated).

      Survey Submission Rate: To provide Survey Administrators with an estimate of the percentage of respondents who have finalized the survey, the survey status report will also compute and display a survey submission rate.[8] The survey submission rate is calculated as

      100 * (S / C),

      where S = the total number of survey submissions and C = the total number of usernames generated for the survey.
      1. To hide detailed data for a single data collection at the state or district level, click on the Collapse icon on the header row.
      Screenshot of the data collection section showing the two expanded subsections under each main row
      1. To export the case disposition details, click on a link on the submission rate table; then click on the “EXCEL,” “CSV,” or “PDF menu option.
      Screenshot of the menu options available when selecting a specific number under 'number of submitted surveys'
      N O T E
      Whenever the Excel, CSV, or PDF file format option is offered, choose based on what you intend to do with the file. The PDF format is ideal for printing out. The Excel format can be used to create your own graphics, such as pie charts or graphs (as recommended in 3.5 During the Survey Administration Window), to share with respondents and increase participation rates. The CSV format is offered because it works in many programming applications, allowing Survey Administrators to conduct their own analyses beyond those offered in the EDSCLS.
      1. To refresh the report to show the very latest real-time data, click on the Refresh icon.
      1. To view and export the case disposition status report:
      1. Under the Reports section of the Survey Administrator dashboard, click on the “Case Disposition” option from the “Survey Status Reports” menu.
      Screenshot of the reports section indicating the menu options 'survey status reports' and 'case disposition'

      Alternatively, click on the “CASE DISPOSITION” option under the “SURVEY STATUS REPORTS” menu from the toolbar on any Reports page.

      Screenshot of the ED School Climate Surveys menu bar indicating the menu 'survey status reports' and the submenu 'case disposition'
      1. Click on the data collection from the “Data Collection” drop-down box.
      2. To filter by case disposition status, select a status from the “Status” drop-down box.
      N O T E
      The status can be “Unused,” “Partial,” “Complete,” or “Refusal.” “Unused” usernames have never been used to log in to the system. “Partial” usernames have been used to log in and begin the survey but have not been completed and submitted. “Complete” usernames have been used to complete and submit the survey. “Refusal” usernames have been used to opt out of the survey at the consent page.
      1. To navigate between the pages of cases, click on the “Previous” or “Next” links.
      Screenshot showing the bottom right of the screen indicating 'previous' and 'next'
      1. To export the report, click on the “Excel”, “CSV”, or “PDF” option from the “Export” menu.
      Screenshot of the report section showing the 3 options to which the report can be exported to: excel, csv, and pdf

      Once a data collection has closed, survey results reports, including graphical displays (bar graphs) of item-level frequencies and benchmarked scale scores, can be viewed. The current version of the EDSCLS does not allow graphical displays to be exported, so administrators who want visual representations of the results will need to rely on screen captures or create their own graphical displays from the exported raw data (see 2.2.11 Exporting and Importing Respondent-Level Survey Results for instructions on how to export raw data). If you have trouble generating reports, see the Reporting section of the Frequently Asked Questions on the EDSCLS website or contact the EDSCLS Help Desk.

      Univariate and cross-tabulation distributions for demographic variables, such as grade (students only), gender, and race/ethnicity, are available for the student, instructional staff, and noninstructional staff data collections. Cross-tabulation distributions cannot be exported.

      1. To view and export the item frequency report:
    2. Under the Reports section, click on the “Item Frequency” option from the “Survey Results Reports” menu.
Screenshot of the reports section showing the menu option 'survey results reports' and 'item frequency'

Alternatively, click on the “ITEM FREQUENCY” option under the “SURVEY RESULTS REPORTS” menu from the toolbar on any Reports page.

Screenshot of the ED School Climate Surveys toolbar and the drop down menu of 'survey results reports' and 'item frequency'
N O T E
Item frequencies refer to the distribution of responses for each item.
  1. States hosting the EDSCLS surveys will have the option of filtering by district or school levels. Districts hosting the EDSCLS will have the option of filtering by the school level. To filter by district (or school), select the district (or school) from the drop-down box.
N O T E
If you want to generate a report for all districts or all schools, make sure the “…” option is selected in the drop-down menu where you select the district or the school.
  1. Click on the “GENERATE REPORT” button.
  1. To show item frequencies and graphical displays for a topical area within a domain, click on the Expand icon.
Screenshot of the Engagement section and the expand icons located next to each option

To show graphical data for all survey items within a topical area, click on the Expand icon in the header row.

Screenshot of the Engagement section and the expanded survey item under 'cultural and linguistic competence'

To show the graphical display for a single survey item within a topical area, click on the Expand icon for the survey item.

Screenshot of the Engagement section and the survey item 'cultural and linguistic competence'.  Click the expand button next to this option to see more data
N O T E
To protect the confidentiality of respondents, and to provide meaningful data, frequency distributions will not be shown for an item with fewer than 10 respondents. Instead, “Item frequency not shown due to disclosure risk” is displayed. Also, if a survey item has been hidden (see 2.2.7 Hide Survey Items), “No data is available because this item was not administered.” will be displayed.
  1. To hide item frequencies and graphical displays for a topical area, click on the Collapse icon.
Screenshot of the minimize icon next to the 'cultural and linguistic competence' selection

To hide frequencies and graphical displays for all survey items within a topical area, click on the collapse icon button on the header row.

Screenshot of the minimize icon next to the survey item under 'cultural and linguistic competence'

To hide the graphical display for a single survey item within a topical area, click on the Collapse icon for the survey item.

Screenshot of the minimize icon next to the first item under the 'cultural and linguistic competence' section
  1. To view data for a domain, click on a domain header.
Screenshot of the expanded 'engagement' menu header
N O T E
The demographic domain, available for the student, instructional staff, and noninstructional staff (including principals) data collections, is not available for the parent data collection.
Screenshot of the expanded 'engagement' menu header
  1. To export the report, click on the “Excel,” “CSV,” or “PDF” option from the “Export” menu.
N O T E
The export feature is available when valid data (i.e., not suppressed because of disclosure risk) have been collected for at least one survey item. The data exported will be in raw format regardless of the file type chosen.
  1. To view and export the benchmarked scale score report: [9]
N O T E
If you want to measure school climate survey data trends (e.g., compare school year 2016-17 data to what you collected in later years), you will need to convert your previous “legacy” scale scores to the benchmarked scale scores. For detailed information about converting legacy scores to benchmarked scores, please see https://safesupportivelearning.ed.gov/edscls/benchmarks.
  1. Under the Reports section of the Survey Administrator dashboard, click on the “Scale Score” option from the “Survey Results Reports” menu.
Screenshot of the reports section showing the options 'survey results reports' and 'scale score'

Alternatively, click on the “SCALE SCORE” option under the “SURVEY RESULTS REPORTS” menu from the toolbar on any Reports page.

Screenshot of the ED School Climate Surveys toolbar and the 'scale score' option under the 'survey results reports' menu
  1. Select the data collection from the “Data Collection” drop-down box.
  1. To filter by district at the state level, select the district from the “District” drop-down box.
  1. To filter by school at the state or district level, select the school from the “School” drop-down box.
  1. Click on the “GENERATE REPORT” button.
  1. To see all benchmarked scale scores and levels at once for a domain for your districts and schools (if you are a State), or for all schools (if you are a district), click on the "Expand to view all scale scores for this domain" link.
N O T E
This section has been updated to reflect how the EDSCLS VM now produces benchmarked scale scores.  See the Frequently Asked Questions (FAQs) for information on and definitions of the benchmark performance levels.
Screenshot of the 'engagement' section showing the top right link 'expand to view all scale scores for this domain'
  1. To collapse all benchmarked scale scores and levels at once for a domain, click on the "Collapse to hide all scale scores for this domain" link.
N O T E
This section has been updated to reflect how the EDSCLS platform now produces benchmarked scale scores. See the Frequently Asked Questions (FAQs) information on and definitions of the benchmark performance levels.
Screenshot of the 'engagement' section showing the top right link 'collapse to hide all scale scores for this domain'
  1. To see benchmarked scale scores and levels for topic areas within this domain for your districts and schools (if you are a State), or for all schools (if you are a district), click on "Expand to view all topic area scale scores" link.
Screenshot of the 'engagement' section showing the top right link 'expand to view all topic area scale scores'
  1. To collapse benchmarked scale scores and levels for topic areas within the domain, click on "Collapse to view all topic area scale scores" link.
Screenshot of the 'engagement' section showing the top right link 'collapse to hide all topic area scale scores'
  1. To show benchmarked scale scores for a state, district, or school; or topic area, click on the Expand icon ().
Screenshot of the 'engagement' section showing the expand icons available
  1. To hide scale scores for a state, district, or school; or topic area, click on the Collapse icon ()
Screenshot of the 'engagement' section showing the minimize icon for the 'round rock isd - benchmarked scale scores'
  1. To export the report, click on the “Excel” or “PDF” option from the “Export” menu
N O T E
Exported reports must be saved outside of the platform. The platform does not retain a copy of these exported reports.
Screenshot indicating that the exported reports can be opened in Adobe Acrobat or Microsoft Excel

On the bottom right of the dashboard there is a section titled “SURVEY RESULTS.” Respondent-level survey results can be exported and imported to allow schools to provide data to districts and to allow districts to provide data to states. This is also useful for schools, districts, and states that are using multiple copies of the platform. It allows users to combine data into one platform for reporting purposes.

The exported data will contain the original system-generated usernames for student respondents—in order to allow student response data to be linked to student records—if the education agency chooses to keep track of which students were given which usernames. Such tracking must occur outside of the EDSCLS platform and is not directly supported by it. The original usernames for parents/guardians, instructional staff, and noninstructional staff (including principals) are replaced with new random usernames to prevent any linkages.

If you have trouble importing reports, see the Reporting section of the Frequently Asked Questions (FAQs) on the EDSCLS website or contact the EDSCLS Help Desk at edscls@air.org or (866) 730-6735.

W A R N I N G S
Respondent-level data are exported and imported in CSV file format. For many users, the default program for opening CSV files is Microsoft Excel. When you export respondent-level data, open it with Excel and save it, the format of the data in certain columns is altered (e.g., Start Date, End Date, and NCES ID). This alteration will prevent files from being imported correctly into the EDSCLS platform. To avoid errors in importing and exporting data, always open and save exported data files in a text editor like WordPad or NotePad to ensure data remains in the original format.

The underlying database of EDSCLS VM versions 2.7 and higher has a slightly different structure for the staff surveys than the EDSCLS VM 2.6 database because a new survey item was added to the staff surveys. Therefore, raw response data to staff surveys exported from EDSCLS VM 2.6 cannot be imported into EDSCLS VM 2.7 or any other subsequent versions of the VM.

The platform will automatically regenerate the item frequency and scale score reports once data results have been imported, which may negatively impact server performance. Data imports should be avoided during survey administration.
  1. To export survey results to a CSV file:
  1. In the Survey Results section, click on the “Export” button.
Screenshot of the survey results window highlighting the option to 'export' the data

Alternatively, click on the “EXPORT SURVEY RESULTS” link from the toolbar on any Survey Results page.

Screenshot of the ED School Climate Survey toolbar highlighting the menu option to 'export survey results'
  1. Select the data collection from the “Data Collection” drop-down box.
  2. Check the “I have read and agree to the Pledge of Confidentiality” check box.
  3. Click on the “EXPORT” button. Refer to the EDSCLS codebook to view the definitions and valid values for each variable name.
  1. To import a survey results CSV file: [10]
  1. Under the Survey Results section, click on the “Import” button.
Screenshot of the survey results window highlighting the option to 'import' the data

Alternatively, click on the “IMPORT SURVEY RESULTS” link from the toolbar on any Survey Results page.

Screenshot of the ED School Climate Survey toolbar highlighting the menu option to 'import survey results'
  1. Select the data collection from the “Data Collection” drop-down box.
  2. Click on the “Browse…” button to open the File Upload window.
W A R N I N G S
Do not import the same data file more than once. Exporting and importing the same staff or parent data collection more than once will duplicate respondents when generating reports.
  1. From the File Upload window, select the survey results CSV file to import and click on the “Open” button. Please note that the CSV file to import must be in exactly the same format as the survey results CSV file exported from the platform.[11]
  2. Click on the “IMPORT” button. Please note that certain virtual private network (VPN) or Internet service provider (ISP) may also block large file uploads. In those cases, records need to be imported in smaller batches. Also note that depending on the size of the import file, it may take minutes to hours to process the data for the survey results reports.

[1]   The submission rate is calculated as the number of surveys completed (i.e., submitted to the EDSCLS system) divided by the number of usernames randomly generated by the system.

[2]   Note that you also can use this workaround to create custom data collections. For example, if you have a school spanning middle and high school students, you may want to create a district-level collection and treat the middle school students and their teachers as a separate school from the high school students and teachers. You can also use this workaround if your school is a private institution or newly formed.

[3]   Only one version of the consent language can be used in surveys for the same respondent groups conducted during the same data collection window.

[4]   “Item” is the standard term used in place of “question” in survey parlance.

[5]   If an individual school is hosting the EDSCLS, the school name, NCES school ID, and school grade level will be prefilled; additional schools cannot be added.

[6]   Note that you can use this method to add your school if it is a private institution or newly formed and so does not appear in the NCES Public School Locator. Please see section 2.2.8 B. To add a school to the data collection (district- and state-level hosts only): for more details for adding a school not included in the CCD. You can modify any school’s information to match yours or add your school at the end of the school list. Then you can either delete other schools or leave their “Number of Respondents” field as “0” to exclude them from the database.

[7]   If an education agency does not have the e-mail addresses of a respondent group, it will need to use other means of getting each invitee a unique username. For example, follow the instructions to export the usernames in 2.2.8 Respondent Usernames Generation; then print out the usernames and distribute them on paper. Also consider the guidance offered in 3.1 Preparing for the Survey Administration.

[8]   Submission rates will not be calculated by respondent demographic subgroups, as survey log-in and submission status will not be linked to survey data containing demographic information.

[9]   Parent surveys do not appear as an option when selecting scale score reports since parent surveys should only be examined at the item level.

[10]  This feature is not available for school-level administrations of the EDSCLS. See WARNING about importing data files from VM 2.6 on 2.2.11 Respondent-Level Survey Results.

[11]  Please refer to the WARNING message earlier in this section (2.2.11) on the format of CSV files.

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