Excerpt from the Direct Education Evaluation Guidance, pages 50-51
ID Numbers for Youth in Schools:
Summary
The Washington SNAP-Ed Evaluation Team has established a data sharing agreement with the Office of Superintendent of Public Instruction (OSPI) to collect State Student ID Numbers for students who participate in school SNAP-Ed programs. The SNAP-Ed evaluation team will link survey data collected in class with SSIDs to look for patterns and trends in how students respond to SNAP-Ed education. For example, do higher-income students respond differently to SNAP-Ed classes compared to lower-income students? Are boys more physically active than girls? The evaluation team can link State Student IDs to demographic information to answer these questions, which will help us identify opportunities to improve SNAP-Ed and ensure that our programs are equitable and effective for all students.
When should educators use State Student ID Numbers?
Educators should use students’ State Student ID Number as the SNAP-Ed ID number for youth who participate in SNAP-Ed in schools. State Student ID Numbers should not be used with youth participants in after-school, childcare, or other settings. State Student ID Numbers should not be obtained for youth who do not participate in SNAP-Ed, or those who participate in SNAP-Ed via virtual education.
How do educators get State Student ID Numbers?
State Student ID Numbers can be obtained from school or district administrators. The evaluation team has created a handout and letter templates that may help educators work with schools and districts to get State Student ID Numbers. Educators may reach out to the evaluation team for a letter that confirms that SNAP-Ed meets the FERPA requirements, if necessary. LIAs may also use the templates available on the website when contacting their school or district contacts. School district personnel may request a copy of the data sharing agreement from the evaluation team by emailing SNAPEdEvaluation@doh.wa.gov. LIAs may not request a copy of the data sharing agreement on the school or district staff’s behalf.
What is the process?
Once educators have ID Numbers, they should match State Student ID Numbers to names on surveys after students take a pre-test and again after they take a post-test. To maintain confidentiality during the data entry process, names should be removed from surveys before they are sent in for data entry. Many people have had success using black pens, white out, stickers, cutting off names, and removing survey cover sheets. Once State Student ID Numbers replace names on both the pre-test and the posttest, the educator should destroy the list that matches name and ID number.
SNAP-Ed educators request State Student IDs
State Student IDs replace student names on SNAP-Happy surveys
SNAP-Happy surveys are entered into PEARS with State Student IDs
SNAP-Ed evaluation team links State Student IDs with demographic data
What if educators get pushback from schools?
Educators should encourage the school district personnel to email the evaluation team at SNAPEdEvaluation@doh.wa.gov. If educators continue experience pushback from schools or school districts, they may use the ID number methodology outlined for adults and youth outside of schools, in the Evaluation Guidance.
Who has access to student demographic information?
Only evaluation team members, who are trained in data protection procedures, will have access to student demographic information. Student demographic information will not be entered into PEARS. By law, no data will be reported back in a way that would make the participants identifiable.
Do local agencies still need to put class-level demographic information into PEARS?
Yes. Local agencies should still put class level (aggregate) demographic information into PEARS because participant demographics are required for PEARS program activities to be “marked as complete”.
Are there materials to help educators and IAs with the Youth ID Number Pilot?
Yes, the evaluation team has developed the following materials:
- Evaluation guidance
- Handout
- Email and Letter Templates
- Letter to SNAP-Ed Educators
Educators may adapt email and letter templates to suit their needs. The handout, templates, and guidance are all available at wasnap-ed.org/evaluation. Email the evaluation team at SNAPEdEvaluation@doh.wa.gov for a copy of the “Letter to SNAP-Ed Educators”.