The data collection coordinator updates records to reflect any changes noted on the postcard to the school name or coordinator name, address, or telephone number. The data collection coordinator also records the source of data from one of the five choices on the postcard. Next, any other pertinent information, such as requests for additional 812 forms, is also logged. Coordinators requesting another survey packet are sent one immediately. Completed survey packets are returned to QRC in the postage-paid envelopes provided with the survey materials.
Packets are date-stamped, checked for completeness, and logged into the database as having arrived.
If coordinators decide to respond using the Web, they are able to log onto the system using a school ID and password given to them in their mailout packets. Once coordinators have logged onto the Web system they are able to obtain departmental passwords, and using a preprogrammed option, they can email each department their own password. This allows the departments to individually gain access and report their department's data only. Once either the coordinator or the departmental respondent has entered their data, the Web system will provide immediate feedback on mathematical errors as well as significant changes in trends. This allows the respondent to correct errors as they are identified.