YTP Quarterly Report Template - DOC

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					                                                               YTP Quarterly Report 12/31/08 - 1

YOUTH                  Training, Technical Assistance, and
TRANSITION             Evaluation
                       1. Statewide and Regional Trainings. The YTP Technical
                       Assistance team planned and facilitated a series of five regional
                       workshops this quarter, including training sessions in Coos Bay,
                       Clackamas (Oregon City), Eugene, Salem, and Pendleton.
Technical              Training topics included (a) updates from ODE/OVRS, (b)
Assistance             strategies for collaborative planning and IPE development, (c)
                       modified diploma information, (d) writing transition goals, (e)
Team Quarterly         information on the new YTP web site, and (f) developing a
Report                 quality RFGP. Over 100 YTP Transition Specialists, VR
                       Counselors, and other school staff attended these trainings. A
Fall 2008              summary of feedback from the Fall regional workshops is
                       included in Attachment A.

                       2. Technical Assistance Site Visits. From September 1
                       through December 31, 2008, we conducted 14 technical
October 1, 2008 –      assistance site visits, serving 94 transition personnel, school
December 31, 2008
                       staff, VR staff, and other stakeholders. All site visits were
                       documented and written TA reports submitted to OVRS. The
                       highest priority issues that sites identified this quarter were: (a)
                       discussion of the implications of order of selection, (b) budget
Submitted by:          concerns and planning for remainder of grant period, c)
                       questions about new RFGP for 2009-11 (d) review and/or
Dr. Lauren Lindstrom   training for using the evaluation data base, (e) brainstorming
University of Oregon   resources for individual student and program issues.

                       3. Evaluation Activities. All sites have been trained and are
                       using the new web based evaluation system. This quarter, TA
                       Providers have been offering ongoing telephone and on line
                       support to assist sites in problem solving any remaining
                       questions around entering data and producing reports.

                       In October 2008, a lap top computer was stolen from the car of
                       one of our TA providers. The computer contained names and
                       social security numbers for YTP participants from 2004 – 2007.
                       The computer was password protected and there is no indication
                       that the thief has been able to access any of the computer’s files.
                       Working in coordination with the DHS Privacy Coordinator along
                       with the University of Oregon’s Office of Protection of Human
                       Subjects, we sent letters and informational brochures to all
                       participants who may have been impacted by the potential
                       identity theft. In addition, all YTP technical assistance staff have
                       completed additional training in human subjects compliance
                       procedures, and participant data is no longer stored on any
                       individual lap top computers.
                                                                YTP Quarterly Report 12/31/08 - 2

Progress on Key Issues/Priorities
  1. Collaboration with VR Administration. The YTP TA team continues to collaborate
     with VR state and local administrators in the development and management of this
     project. We worked closely with Clayton Rees on problem solving specific issues
     with local sites, and providing input to help sites understand the implications of the
     RSA audit as well as the Order of Selection process.

  2. Coordination with Other Transition Programs/Initiatives. Members of the YTP
     team coordinated with the CWST training and TA team by attending regional work
     group meetings. We have also worked with Chris Murray at the University of
     Oregon to coordinate and understand the connections between YTP and the ACCESS

  3. Diversity. Our team is committed to recruiting and retaining youth with disabilities
     from diverse backgrounds, as well as providing high quality and culturally
     appropriate transition services. During the 2009 YTP statewide training, we plan to
     offer a workshop on working with Latino youth, as well as several sessions on other
     vulnerable populations such as youth served in the foster care system, those in
     juvenile corrections, and youth with mental health issues.

  4. Technology. During this quarter, we continually updated and posted new
     information on the YTP web site. Developed in consultation with Todd Thomlinson
     and Brian Gilday from Aha Consulting, the site serves as a home page for all YTP
     training, technical assistance, and evaluation materials. The initial response to the
     web site has been overwhelmingly positive. Peter can you get me some data on
     number of people using the site for this time frame? According to Google Analytics,
     since September 12, 2008 to January 18, 2009, there have been:

         a. 3,959 visits
         b. This averages to 31 visits per day
         c. People view an average of 3.5 pages a visit and spend an average of 4
            minutes on the site. Many use the site as a portal to the secure data entry site.
         d. 38% of the visitors view the homepage as the page most frequently visited.
            The next most visited page is the map for networking purposes and then
            information on upcoming events.
         e. Visitor “loyalty” is a key metric as it tracks how many visits is more than one
            visit. In the higher numbers, 8.4% of visitors have come back between 9-14
            times; 9% between 15-25 times; 8% between 26-50 times; and 3.3% of
            visitors have visited more than 200 times.
         f. 62% of visitors have gotten to the site directly (i.e. they typed the address
            into their browser); 34% have used search engines to find the site; and 4%
            have been referred by other sites.
         g. Portland, Eugene, Salem, Burns, Tualatin, West Linn, and Coos Bay have all
            visited the site over 100 times and are cities where YTP sites are located.
         h. In this time frame there have been 985 new visits and 2,462 returning
            visitors. A returning visitor is someone who has come to the site more than
            once. A new visitor is considered to be someone who has visited the site only
                                                            YTP Quarterly Report 12/31/08 - 3
          once. Some of those 985 new visits were “bounces”. A bounce is when
          someone comes to the site and realizes they are in the wrong place and
          moves on. Nevertheless a certain amount of those 985 new visits were not
          “bounce visits” because the site “bounce rate” is just a little over 49%. This
          means that approximately 51% of visitors intend to come to the site and stay
          a while, where 49% move on.

5. Coordinated Referral and Planning. We have continued to work with sites to
   develop strategies for coordinated assessment, eligibility determination and
   individualized plan development. A major challenge for the TA team will be serving
   sites who are now faced with the realities of order of selection. We need to help
   local sites understand the service delivery implications of being placed on the
   statewide waiting list.
                                                                              YTP Quarterly Report 12/31/08 - 4

                              ATTACHMENT A
                2008 YTP/VR Regional Training Evaluation Summary

Total evaluations: 101
Pendleton Training Evaluations:   23         Salem Training Evaluations:          17
Lane Training Evaluations:        21         Portland Training Evaluations:       20
South Coast Training Evaluations: 20

Roles of Participants:
Transition Specialist: 50   Teacher: 25                        VR Counselor: 15
School Administrator: 5     Supported Employment Specialist: 2 Other : 4

“Other” included: Grant Coordinator; High School Counselor; YTP Supervision Support; Special Program

Part One: Summary of Participant Feedback from all Workshops                                  (N = 101)

General Sessions                                                Poor          Fair        Good        Excellent

9:00 – 10:00 am
                                                                              5.82%      58.92%        35.26%
OVRS/ODE Updates

11:15 – 12:00 pm The new YTP Website and Database Details                     6.4%       51.32%        42.28%

12:45 – 1:30 pm Site Reports                                   2.1%           5.5%        50.1%         42.3%

2:45 – 3:30 pm What’s on the Radar Screen?                                    11%         68.4%         20.6%

3:30 pm Wrap-up/Adjourn                                                       8.3%        73.8%         17.9%

Concurrent Sessions                                             Poor          Fair        Good        Excellent

10:00 – 11:00 am Modified Diploma                                             2.7%        46.4%         50.9%

10:00 – 11:00 am “The Proof is in the Pudding”                 1.5%                       57.8%         40.7%

1:30 – 2:30 pm Writing Transition Goals                                                   53.5%         46.5%

1:30 – 2:30 pm Writing a quality YTP Proposal                  1.5%           8.5%        34.4%         55.6%
                                                                                 YTP Quarterly Report 12/31/08 - 5

Part Two: Participant Comments from Individual Sessions

General Sessions:
   OVRS/ODE Updates: Too much doom & gloom to start morning; Great for info; Thanks Clayton! Good info
   presented in a user-friendly manner; Lots of info! Thanks.

    The New YTP Website and Database Details: I love this!; Thanks; Needed 45 minutes; Good, but too long;
    Too much on log-in…Website not user-friendly in presentation; Should not have so much print per screen;
    More time on the features of the website would be helpful; Good, but not needed really for me!; I don’t believe
    the tracking data is accurate/effective as it indicated that in my area, the new website had only been visited a
    few times; Great job Peter! Nice website!! Concise & practical; Lots of info! Thanks.

    Site Reports: Good info, but give & adhere to time limit; A waste of time; Very interesting on what’s not
    working; Good way to get participants engaged/collect info; Lots of info! Thanks.

    What’s on the Radar Screen: Available from several sources!; Short and sweet.

Concurrent Sessions:
   Modified diploma: Excellent input!; Session needs more time!; It is not PC to say regular diploma. She is a role
   model for language. Jackie needs to say standard diploma.; Good fill in Peter. Clayton redirected group & kept
   us on task.; I have more questions.

    “The Proof Is In The Pudding”: Very motivating. Enjoyed the expertise. I truly enjoyed the participation of
    the audience; Nice to hear others; Room too cold; too much noise from other; Good discussion.

    Writing Transition Goals: Good ideas!; Need more time to be effective; A list of proper transition goals to give
    teachers would be nice; Awesome; Examples of well written goals w/objectives would be great! How these will
    be accomplished—who will do it, etc..

    Writing a quality YTP Proposal: Did not pertain to me, but was very good to excellent; Informative; Excellent

Part Three: Participant Responses to Open Ended Questions:
Number in ( ) indicates frequency of responses with similar meaning.
What did you like best about the training?
     Hearing from other about what’s working and not working (27)
     Information was clear and helpful (21)
     Networking with other YTP Staff (16)
     RFGP/Grant tips and information (15)
     Information on Modified Diploma (10)
     Information on Transition and Post Secondary Goals (7)
     “Proof is in the Pudding” (7)
     Training Facilities (6)
     Concurrent Sessions (3)
     Website (2)
     Motivational Interviewing (1)
                                                                               YTP Quarterly Report 12/31/08 - 6

If you could add or change anything about the training sessions or the training in general, what would that

      More Sharing Between Sites (11)
      Too Much Info/Too Long (10)
      More engaging presentations (5)
      More VR/Team Participants (5)
      More Support for Newer Sites (4)
      Nice Job! (4)
      More Clarification about changes in new Biennium (3)
      More Information on Modified Diploma and its implications (3)
      Wish I could have attended all the sessions (2)
      Use the IEP forms when covering transition goals (2)

      One of each of the following: Training in Southern Oregon; Nicer Chairs; Eliminate site presentations; Run
      on schedule; More information on website; More training on grant writing; Examples for relating PS goals to
      annual goals; Strategies for working with non-VR clients; Better explanation about RSA; Forms Sharing

What other information or topics would you like to see covered in future trainings? What was missing?
     Small and Large Group Discussions (6)
     Help/Clarification with Transition Goals (4)
     Help on program screening and referral (4)
     Hearing from other sites (3)
     Case studies of clients and programs (3)
     Working with Children with Autism (3)
     Training on Assessments (2)
     Information on ACCESS (2)
     Tips for Working with other agencies (2)

Any other comments?
      Great Training/Thank You (32)
      Website is Great (4)
      A forum on the website would be helpful (3)
      Concern about modified diploma (2)
      One of each of the following: Web links for stages of change model and MI theory; Concern about grant
      writing; More funds, opportunities and trainings from VR/YTP for non-SPED students; Eligibility
      Document/Checklist for non-SPED students; Longer Sessions