STUDENT ASSISTANCE LIAISON

ONLINE QUARTERLY REPORTING

Guidance On Understanding and Completing theQuarterly Reporting Form

2

Online Reporting Online reporting

provides Data from both SAP

Mental Health and Drug Alcohol services

Timeliness in gathering data

Standardizing of data collected

Timely access to outcomes for program planning

Looking Back

Combined effort of PDE, OMHSAS, BDAP Began on July 1, 2008 All counties and providers required to

register Report writer features added in

September, 2009

4

What We Have Learned How people interpret

the questions affects the data recorded

Liaison duties vary from county to county which affects access to information needed to complete form

Standardized definition of terms is critical to uniform reporting of data

Objectives

Clarify purpose of each section Provide standardized definitions of terms Answer frequently asked questions on completing the quarterly reporting

form Discuss changes to the reporting form

for the 2009-2010 reporting year

Page 1: Background Information How are assessments to be defined for the

purpose of the quarterly reporting? (Questions 1-a)~Only comprehensive assessments (not

screenings or pre-assessments) are recorded Who should be included in the number of

students referred for assessment? ~ Not actual number completed~ Referred only

Page 1: Background Information (continued)

What happens when both MH & D&A do separate assessments on a student from a single referral?~Both liaisons count the assessment when they enter their data.

Page 1: Background Information (continued) What is to be recorded for

the Co-Occurring Assessment question? (Question 1-d?)

~A Co-Occurring Assessment is not the same as a student receiving a joint assessment from a drug and alcohol liaison and a mental health liaison.

~A Co-Occurring Assessment is not the same as a student receiving individual assessments from both a drug and alcohol liaison and a mental health liaison.~A Co-Occurring Assessment is a specialized assessment done only by a liaison trained to provide this assessment.

Pages 2-5: Assessment Results On pages three, four and five of the form: the

section “Intervention Group” in the 2008-2009 report now reads “Intervention” and the word “group” has been added to the sub categories of School Based and Community Based.

This section is based on the FINAL ASSESSMENT

Only record each student once in the 2a section based on the student’s primary problem

In the 2b section a student may be entered into as many of the categories that apply

Pages 2 -5: (continued) Assessment Results Do I only report the outcomes of an assessment

(starting with question 2a) in the current quarter if the initial assessment was done in a previous quarter?

~Yes, the initial assessment should have been recorded in the quarter it occurred. The outcome should be recorded in the quarter it took place i.e. the student was assessed in December, but did not access services until January. In this example, the student’s assessment would be recorded in the quarter including December. The outcome would be recorded in the quarter including January.

Pages 2-5: (continued) Assessment Results Secondary Problem

category: What if none of the categories listed fit the results of my assessment—for example academic reasons, etc.

What is to be included in the co-dependency category?

~ If a student’s secondary problem does not fall into one of these categories do not include the student in Section 2-b.

~ Students who are exhibiting maladaptive or compulsive behaviors learned in order to survive in a relationship with a chemically addicted individual or with a person with mental illness i.e. skipping school frequently to make sure a parent with a mental illness or chemical dependency issue is okay.

Pages 2-5: (continued) Assessment Results Question 3 refers only to students whose

assessment resulted in a primary referral for drug and alcohol related services.

Question 4 refers only to students whose assessment results in a primary referral for mental health related services.

Question 5 refers only to students whose assessment results in a primary referral for co-occurring related services.

Pages 2-5: (continued) Assessment Results Do I only record services

that the student received as a result of the assessment and not those already being received?

If I do a pre-assessment and the student goes on to another agency to have a full assessment I often do not know the results of the full assessment. How would I answer Question 3?

~ Yes. If a student is already involved in a service prior to your assessment, do not include it in this section.

~ It is strongly recommended that there be a system developed to be able to collect follow up data from the student or family. This can be done either by getting information from the SAP team or signed releases of information from the guardian and/or student.

Pages 2-5: (continued) Assessment Results When I refer a student to a non-treatment program,

how do I indicate this on the report? ~These programs might fall under any of the three

categories under Intervention: School-Based Group, Community Based Group, or Other Support

Services. As the D&A liaison do I only fill out question 3 and skip 4 & 5? ~You will fill out the charts that most closely match

the referral results of your assessment - i.e. if you are a D&A liaison and the outcome of your assessment is a referral for a MH assessment, you would record this on Question 4.

Page 6: Referral Outcomes

Question 6: Record total number of students who were admitted to at least one recommended intervention or treatment option.

Question 7: Record total number of students who were not admitted to at least one recommended intervention or treatment option.

Question 8: Record, by category, reasons students were not admitted to at least one recommended intervention or treatment option.

Quarterly Supplemental Report Changes The Supplemental Report will no longer be a

separate report for the 2009-2010 reporting year The questions previously presented in the

Supplemental Report have been moved to alternate areas of the reporting forms.

The question “Number of liaisons that have been trained this quarter” is now presented to the private provider when initiating the reporting process for a new quarter.

The questions referring to the number of core teams and parent/teacher consultations have been moved to page six of the reporting form and will be collected on an institutional basis instead of aggregated as was done in the 2008-2009 reporting year.

Quarterly Supplemental Report Changes (continued) Consultation includes when a SAP liaison meets

with an administrator, principal or other school staff related to a student who has or has not yet been referred to the SAP team.

The definition of a core team consultation is: ~ attendance at a SAP team meeting ~ consultation with one or more SAP team

members outside of the regularly scheduled meeting

The definition of a parent-teacher consultation is: ~ discussion with a parent and/or teacher about a

student’s needs or areas of concern. This can be in person, via phone or email.

Quarterly Supplemental Report Changes (continued) What should be recorded under the

question: “Number of liaisons trained in this

quarter?”~Total number of liaisons who participated in

a core team training provided by a Commonwealth Approved Trainer.

~This does not include other training that a SAP Liaison may have received during the quarter.

Quarterly Report Due Dates

October 31, 2009 (Quarter 1: July1-September 30) January 31, 2010 (Quarter 2: October 1-December 31) April 30, 2010 (Quarter 3: January 1-March 31) July 31, 2010 (Quarter 4: April 1-June 30)

Questions?

Need technical support? ~ Help desk number: 814-262-0715 General questions? ~ Contact your regional SAP coordinator