TO:County Special Education Directors

MEMO

RESA Special Education Administrators

Dr. Patsy Shank, Superintendent, WVSDB

Dr. Fran Warsing, Superintendent, OIEP

County Transition Contacts

FROM:Lynn Boyer, Ph.D.

Executive Director

Office of Special Programs

DATE:February 2, 2009

SUBJECT:EXIT SURVEYS FOR STUDENTS WITH DISABILITIES 2008-2009

The Individuals with Disabilities Education Improvement Act of 2004 continues the focus on high expectations that students with disabilitiesbe prepared to lead productive and independent adult lives, to the maximum extent possible (Section 682.c.5.A.ii) and on ensuring that their education prepare them for further education, employment and independent living (Section 682.d.1.A). The West Virginia Department of Education (WVDE), Office of Special Programs (OSP), is required to collect and report data each year for all students with disabilities who exit school and one year thereafter.

The Exit Survey 2008-2009 (student), Parent Survey 2008-2009 and Exit Survey – One Year Follow Up (exit year 2007-2008) results are used to inform and guide improvement activities at the district and state levels. No individually identifiable information is reported. Districts are required to gather this information only for students with disabilities, including those who exit grades 9 through 12 by dropping out. Specific guidance regarding completion of each survey is provided in this memo.

DEADLINES FOR SURVEYS:

Exit Survey 2008-2009 – no later than May 31, 2009
Parent Survey 2008-2009 – no later than May 31, 2009
Exit Survey – One Year Follow Up (exit year 2007-2008) – between April 1 and June 30, 2009

Survey Collection: Instructions and Details

All surveysare posted at
Districts are required to submit each survey electronically. Assure that staff is trained in confidentiality and accuracy of data entry.
Contact Jody Wilkinson (304-558-3896 or ) for technical assistance.
Collect surveys from all students with disabilitieswho exit, grades 9 through 12, including those who exit by dropping out throughout the school year. This applies to all surveys.
Completion of the Dropout Supplement(one page) is required for all dropouts, former dropouts and parents of dropouts.The form is to be attached, if using printed forms, completed with the same identifying demographic information as the survey. Dropout information is also requested as part of the online surveys. The respondent marksthe reason(s) for dropping out and has the option for adding comments. If a parent, student, or school staff member has additional information regarding the reason(s) for dropping out, space is provided for recording additional comments.
Methods for obtaining survey responses are at the discretion of the district; however,providing assistance to students and their parents for survey completion will improve district response rates. Surveys can be completed individually or in groups, especially for individuals who need support to read items or clarify questions.
Internet:The entire survey can be completed in approximately five to ten minutes. Most responses for the online survey require the respondent to click a choice in a drop-down menu box. Entering demographic information at the beginning of the survey accurately is important to assure that all surveys are counted for the district. Dropout information is automatically requested for online submission. Bulk surveys may be entered online by district or school staff in about two (2) minutes each if submitted following completion of printed surveys.Please contact Jody Wilkinson for assistance.
Print:Districts may elect to print the surveys from the website for face-to-faceor U.S. mail survey completion. Please note the box at the end of the survey and designate the district staff contact person for return of paper surveys prior to making multiple copies. Entering student demographic information accurately or use of labels is important to assure that all surveys are counted for the district. The Dropout Supplement Form must be attached for all requests for surveys from dropouts and their parents. The Parent Letter or a similar district letter should accompany the parent survey. Districts electing to use print format must input the completed surveys online. Each survey takes approximately two (2) minutes to enter online. No paper copies should be sent to the WVDE.Any student or parent who wishes to remain anonymous may submit his or her survey by U.S. Mail to the WVDE address listed on the survey. Contact Jody Wilkinson for return envelopes.
Phone Interviews:Districts may obtain survey responses by phone. Always assure confidentiality and accurate recording of information from respondents by thoroughly training interview staff. Contact of former students or their parents by phone for the One Year Follow Up Survey has proved to be effective; however, a clear and concise explanation for the call increases cooperation of respondents. Some districts work closely with a local college or university to provide experiences for students in human services programs to obtain survey responses for added benefit.
Surveys:
Exit Survey 2008-2009(two pages):The Exit Survey is to be completed by each student with a disability who exits for any reason during the school year (July 1, 2008 through June 30, 2009), including those in grades 9 through 12 who leave school by dropping out. Completion of the exit surveys may be facilitated during exit meetings, if conducted, or conferencing. Inform all students to expect contact for the One Year Follow Up Survey in approximately one year and encourage participation. The district is advised to maintain an accurate contact list of those who exit to facilitate contact for the One Year Follow Up Survey.Students should be encouraged to complete this survey while they are still in school to achieve maximum return.
Parent Survey 2008-2009(two pages) and ParentLetter (one page):The Parent Survey is to be completed by parents of each student with a disability who exits during the school year (July 1, 2008 through June 30, 2009), including those in grades 9 through 12 who leave school by dropping out.Completion of the parent surveys may be facilitated during exit meetings, if conducted, conferencing or by phone. Inform parents that former students will be contacted for completion of the One Year Follow Up Survey in approximately one year and encourage parent support. The Parent Letter on the surveys site explains the purpose of the surveys to the parent. Districts may develop their own or use this letter when sending the notice to parents.
Exit Survey-One Year Follow Up (Exit Year: 2007-2008)(one page):The Exit Survey – One Year Follow Up is to be completed by each student with a disability who exited for any reason during the 2007-2008school year (July 1, 2007 through June 30, 2008). Included in this group are those students, grades 9 through 12, who exited by dropping out of school during the same school year. Collect this survey between April 1 and June 30, 2009.

If you need further assistance or have questions regarding this information, please contact Karen Ruddle, Coordinator Adolescent Education, by email at or calling 304-558-2696.

Thank you.