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Quick Reference Guide to Crisis Counseling Assistance and Training 

Program (CCP) Data Analysis 

SPSS Descriptive Statistics 

This guide is intended to help you generate certain statistics from your CCP project data and to

report project activities. The following step-by-step procedure will show you how to download 

SPSS data from the CCP Online Data Collection and Evaluation System site and generate 

descriptive statistics for the following variables. 

1. Individual/family encounters 

o

o

o

Total numbers of individuals participating in individual/family encounters 

Total numbers in each age group for individual/family encounters 

Overall focus of individual/family encounter 

2. Group encounters 

o

o

o

Total numbers of individuals participating in group encounters 

Numbers of public education sessions versus group counseling sessions 

Overall focus of group encounter 

3. Weekly tally 





Number of contacts made 

o

o

o

o

o

Brief in-person 

Telephone 

Hotline 

E-mail 

Community networking/coalition building 

Numbers of materials distributed 

o

o

o

Materials handed to people 

Materials mailed to people’s homes and left in public places 

Mass media and social networking 
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1. Individual/Family Crisis Counseling Services Encounter Log

Step 1: Download the Individual/Family Crisis Counseling Services Encounter Log dataset from 

the CCP Online Data Collection and Evaluation System site.

Step 2: Modify the folder name where the data are stored (modify the file location). Then click 

on Run and drag down to all. (This SPSS syntax file reads the data download. Be sure to 

modify the folder name [the third line below] where the data are stored.) 
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Step 3: View your data in the data editor and variable view and do any necessary cleanup. Run 

frequency analysis of each variable (Analyze => Descriptive Statistics => Frequencies), see the 

distribution of the frequency of occurrence for the variables, and check for any inconsistencies. 
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Step 4: Generate descriptive statistics for the following: 

o Total numbers of individuals participating in individual/family encounters 

Analyze => Descriptive Statistics => Frequencies 

Next select and move the variable(s) you want to analyze to the box titled “Variables.” 

Click on charts and select the type of chart you want to display, and then click OK. 

(Make sure the display frequency tables box is checked). 
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o Total numbers in each age group for individual/family encounters 

Analyze => Descriptive Statistics => Frequencies 

Next select and move the age variables “(male _preschool, male _child, male _adolescent, 

male_adult18, male_adult40, male_adult65, female_ preschool, female_ child, female_ 

adolescent, female_adult18, female_adult40, female_adult65)” to the box titled “Variable(s).” 

Click OK when finished. 
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o Overall focus of individual/family encounter 

 Analyze => Descriptive Statistics => Frequencies 

Next select and move the focus of encounter variables “(informationabout_1, 

informationabout_2, informationabout_3, tipsfor_1, tipsfor_2, tipsfor_3, tipsfor_4, 

healthyconnection_1, healthyconnection_2, focus other)” to the box titled “Variable(s).” Click 

OK when finished. 

Step 5: View, edit, and copy the results, tables, and charts of the analysis you performed in the 

Output Navigator window. An Output Navigator window opens automatically when you run a 

procedure that generates output. 
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2. Group Encounter: 

Step 1: Download the Group Encounter Log dataset from the CCP Online Data Collection and 

Evaluation System site. 

Step 2: Modify the folder name where the data are stored (modify the file location). Then click 

on Run and drag down to all. (This SPSS syntax file reads the data download. Be sure to 

modify the folder name [the third line below] where the data are stored.)

Step 3: View your data in the data editor and variable view and do any necessary cleanup. Run 

frequency analyses of each variable (Analyze => Descriptive Statistics => Frequencies), see the 

distribution of the frequency of occurrence for the variables, and check for any inconsistencies. 
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Step 4: Generate descriptive statistics for the following:

o Total numbers of individuals participating in group encounters 

Analyze => Descriptive Statistics => Frequencies 

Next select and move the variable “Number of Participants Total” to the box titled 

“Variable(s).” 

Click on charts and select the type of chart you want to display, and then click “OK.”

(Make sure the display frequency tables box is checked). 

o Number of public education sessions versus group counseling sessions 

Analyze => Descriptive Statistics => Crosstabs 

Next select and move the variable “Type of Service Code” to the box titled “Row(s)” on 

the right. Then select and move the variable “Number of Participants Total” to the box 

titled “Column” on the right. Click “OK” when finished. 
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o Overall focus of group encounter 

Analyze => Descriptive Statistics => Frequencies 

Next select and move the variables “(informationabout_1, informationabout_2, 

informationabout_3, tipsfor_1, tipsfor_2, tipsfor_3, tipsfor_4, healthyconnection_1, 

healthyconnection_2, focus _other)” to the box titled “Variable(s).” Click OK when finished. 

Step 5: View, edit, and copy the results, tables, and charts of the analysis you performed in the 

Output Navigator window. An Output Navigator window opens automatically when you run a 

procedure that generates output. 
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3. Weekly Tally Sheet: How to Generate Material Distribution and Brief 

In-Person Contact Statistics 

Step 1: Download the Weekly Tally Sheet dataset from the CCP Online Data Collection and 

Evaluation System website.

Step 2: Modify the folder name where the data are stored (modify the file location). Then click 

on Run and drag down to all. (This SPSS syntax file reads the data download. Be sure to 

modify the folder name [the third line below] where the data are stored).

Step 3: View your data in the data editor and variable view and perform any necessary cleanup. 

Run frequency analyses of each variable (Analyze => Descriptive Statistics => Frequencies), see 

the distribution of the frequency of occurrence for the variables, and check for any 

inconsistencies. 
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Step 4: Generate descriptive statistics for the following: 

o Number of contacts made (brief in-person, telephone, hotline, e-mail, community 

networking/coalition building) 

Analyze => Descriptive Statistics => Frequencies 

Next select and move the variables “(total - In-person brief educational or supportive 

contact, total - Telephone contact by crisis counselor, total - Hotline/helpline/lifeline 

contact, total - Email contact, total - Community networking and coalition building)” to 

the box titled “Variable(s)”

Click on charts and select the type of chart you want to display, and then click “OK.”

(Make sure the display frequency tables box is checked). 
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o Numbers of materials distributed (materials handed to people, materials mailed to 

people’s homes and left in public places, mass media, and social networking) 

Analyze => Descriptive Statistics => Frequencies 

Next select and move the variable(s) you want to analyze to the box titled “Variable(s)”

(Total - Material handed to people, total - Material mailed to people's homes and/or left at 

a person's unattended home, total - Material left in public places, total - Mass media, total 

- Social networking messages). Click on charts and select the type of chart you want to 

display, and then click “OK.” (Make sure the display frequency tables box is checked). 

Step 5: View, edit, and copy the results, tables, and charts of the analysis you performed 

in the Output Navigator window (an Output Navigator window opens automatically when 

you run a procedure that generates output). 
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Tip for Writing SPSS Syntax for Your Analysis 

The use of syntax is helpful in documenting your analysis for later use, to make reviews and to 

reconstruct the analysis you performed. The simplest way to do this is to click on the Paste

button after you have set up your analysis. This will paste the code that SPSS uses to run your 

analysis into a syntax window. To run the code that you have pasted, highlight it and click on 

the RUN menu at the top and drag down to selection. Your results will be displayed in the 

output window. 

RUN

Paste

By repeating the same procedure you can save the syntax for all analyses presented in this 

document.