Overview

We provide you with support and written guidance from our expert team on each step in the process and talk through and address queries about the consent process and data transfer; implementing the Wellbeing Measurement Survey with your pupils and staff members and understanding and using your Wellbeing Measurement Report.

Please remember that the survey is for the purposes of understanding the mental wellbeing of the whole year group. Even where questionnaire responses indicate that individual children have scores that may raise concern, relevant staff cannot be made aware of individual pupil responses. Please ensure staff are appropriately informed and consider any implications in line with local safeguarding procedures. It is important that all pupils are aware of this and understand how to share concerns and access support if they need to.

The steps in detail:

1. Register online

1.1 Sign an agreement to commit to your school’s participation, provide school information and make payment.

Headteacher, deputy headteacher or equivalent to review, sign the School Agreement (including the GDPR compliant data sharing arrangements).

We require you to provide the following details as part of registration:

  • School name
  • School DfE number or equivalent unique identifier
  • School phase as returned in the school census
  • Contact names and emails
  • Year groups to be surveyed

Register here

2. Inform parents (opt-out consent)

2.1 This project uses an opt-out model of consent from parents/carers.

Your school must email or distribute hard copies of the Parent Information Sheet (see link below) to all parents and carers of the pupils in the participating year groups. Before sending out the Parent Information Sheet, please read through and add the following information where indicated:

  • Opt-out deadline – please give at least 3 weeks from when you distribute the Parent Information Sheet
  • How parents who do not want their child to take part can respond (see options below)

After reading the Parent Information Sheet, parents/carers who are happy for their child to take part in the survey do not need to do anything.

Your school must make available at least one of the following options to receive responses from parents/carers who do not want their child to take part:

Option A - Secure school parent portal:  Parents should respond indicating agreement with the statement: “I do not want my child to take part in survey for Wellbeing Measurement for Schools”. The response must be from an approved parental account.

Option B - Hard copy/email response: Parents may print and sign a hard copy of the opt-out form (included at the end of the Parent Information Sheet) and return this to the school, or respond by email, clearly indicating that they do not want their child to take part (sent from an email address the school holds on record as being that of the parent).

Option C - SMS: Send parents an SMS message that reads: ‘Please review details of the Wellbeing Measurement for Schools survey (link to the school web address with Parent Information Sheet). If you are happy for your child to take part in the survey you do not need to do anything. If you do not want your child to take part please text back NO.’

Please retain records of opt-outs for at least 18 months after the completion of the survey. 

Documents for the opt-out consent process: 

We have created a privacy notice which informs parents about the steps we take as part of this research, including how we collect, analyse, make sense of, and present information (i.e. the processing of their child’s data). It also makes clear to them their rights (and those of their child) in relation to this, including their right to remove their child from this research. This privacy notice is a requirement of the new General Data Protection Regulation (GDPR).

Parents of all pupils who are taking part in the survey need to be sent this privacy notice via whatever communication channels you would normally use. We recommend that you send this out to parents of all pupils.

3. Prepare for survey implementation

Please look ahead to our survey implementation recommendations below. Arrangements for this will be specific to your school, but in our experience, it is helpful to consider this as early as possible.

3.1 Timetabling/Booking IT suites

We suggest schools plan implementation of the survey in advance as various arrangements might be required, e.g. scheduling the survey period into the school’s calendar, booking IT suites or library computers.

Our experience suggests that survey completion will take a whole lesson. This includes time to introduce and explain the survey to the pupils, to answer any questions, and to get pupils set up on computers.

We suggest booking at least one additional lesson slot, to include any pupils that might miss their intended slot due to school absence.

3.2 Teacher preparation

Please ensure those administering the survey have read and have print-outs of relevant information, including the crib sheet.

Teachers may find it helpful to plan activities for those children who will not be completing the survey during this session, and for those who may complete the survey early in the allotted class/ session.

We are aware that because of particular needs, some children may need extended time to complete the survey and suggest arrangements are made in advance for this to happen.

3.3 Deciding how to distribute survey access codes

We recommend thinking ahead of time about how you are going to hand out the pupil survey access codes in the survey session- some prefer to print out the access codes and give them out to pupils on a piece of paper or sticker (if you choose this option, print out a master list for the survey session as well). 

Make sure that the survey access codes have been downloaded, and are ordered in a helpful way (e.g. by year group, class name).

Please note if you would like to receive the access codes ordered by class name, the class for each pupil will need to have been included in the data template.

3.4 ICT preparation

Pupils will complete the survey online. This can be on a computer or other devices available (e.g. tablets). Please ensure that the website hosting the survey is not blocked by your network or devices. You might want to add the survey link (https://redcap.idhs.ucl.ac.uk/surveys/) to your school’s ‘white list’. We recommend you make it available either as a shortcut on the pupils’ desktops or as a link on a school’s Intranet.

Documents for the preparation of the survey with your pupils: 

4. Share pupil information with us

Enter pupil data and school information into the template and upload to the data transfer portal

Use this template to provide the data required for your pupils to participate in the online survey. There are 4 steps: 

  • Complete the Pupil Data Sheet
  • Complete the School Data Sheet
  • Sign the Statement of conformity with the opt-out consent process
  • Prepare for upload by specifying your school's Data Contact and following the guidance to register for the UCL Data Transfer Portal

All for steps need to be completed before the WMfS Data Template can be uploaded. The status indicators will tell you what needs to be completed and when the template is ready to be uploaded to the UCL Data Transfer Portal. 

The Data Template contains instructions for entering pupil data, entering school information, signing the statement of conformity with the opt-out consent process and uploading the completed template to the data transfer portal.

Please ensure data has been entered correctly in the Data Template. When the Data Template is uploaded it must not include pupils for whom parent/carer opt-out has been received by your school.

The Data Template includes all necessary instructions to support you in completing it correctly and how to share the information with us.

Documents for sharing pupil information with us: 

Download Data Template here

(password is provided to participating schools via email) 

5. Access unique survey access codes

The research team will send the data contact a list of survey access codes for the pupils participating in the survey. The data contact will need to phone us within five calendar days of the email being sent on 020 7443 2225 to get a time sensitive password that is valid for 5 days only to download the file. This is not going to affect your actual survey window during which you are going to survey pupils and/or staff, which starts from the moment you receive your survey access codes until the end of the chosen survey term.

6. Complete the online survey

Pupils should complete the online survey in class during your chosen survey term, under the supervision of an appropriate member of staff. Your report will only include data from surveys completed by this date.

You can download the Introducing the Wellbeing Measurement Pupil Survey - Guidance Crib Sheet with some key messages for staff to use in introducing the survey and to help deal with any questions. Resources are provided to support staff. Important here is to reiterate that staff will not see individual children’s responses, and how they can access support with mental health and emotional wellbeing in the school setting. 

Please remember that the survey is for the purposes of understanding the mental wellbeing of the whole year group. Even where questionnaire responses indicate that individual children have scores that may raise concern, relevant staff cannot be made aware of individual pupil responses. Please ensure staff are appropriately informed and consider any implications in line with local safeguarding procedures. It is important that all pupils are aware of this and understand how to share concerns and access support if they need to.

Pupils need to do the following to access the survey:

The survey needs to be completed in one sitting. It takes pupils approximately 15 minutes.

Pupils should not be able to access each other’s unique access codes. Please also try to avoid them reading another pupil’s responses.

Should you need any technical assistance please contact the research team at measuringwellbeing@annafreud.org

Documents for completing the online survey:

7. Receive bespoke feedback for your school

The research team aims to provide participating schools with their Wellbeing Measurement Report early in the subsequent term. The report will be sent to the contacts specified during registration.

This report will compare your school’s data with aggregated data from other schools nationally.

Please note: In order to preserve anonymity, we are not able to provide feedback for a school where there are fewer than 10 completed pupil questionnaires per year group.

During your registration, your school should have decided by when they would like their report: 

  • End of November (surveys to be completed by end of October)
  • End of January (surveys to be completed by end of December)
  • End of March (surveys to be completed by end of February)
  • End of April (surveys to be completed by end of March)
  • End of June (surveys to be completed by end of May)
  • End of August (surveys to be completed by end of July)

Documents for reporting back to schools:

Documents and Templates
Steps for Schools - Staff Survey

1. Register and select staff survey option (primary, secondary, all-through) and term to survey.

2. Receive link to survey (sent to main contact prior to survey window). 

3. Email all staff:

  • Informing of survey (and including internal messages to promote participation).
  • Providing link to survey
  • Providing information sheet

4. Set a deadline

5. Send reminders with link to staff survey

6. Receive bespoke feedback for your school (The Staff Survey Report will compare your school’s data with aggregated data from other schools nationally)

Please remember that the survey is for the purposes of understanding the mental wellbeing of all participating staff. Even where questionnaire responses indicate that individual staff members have scores that may raise concern, relevant senior school members cannot be made aware of individual responses. Please ensure staff are appropriately informed. It is important that all staff are aware of this and understand how to share concerns and access support if they need to.

Documents for surveying school staff:

Do you have a question?

If you have any queries, please visit our FAQ page or contact us at measuringwellbeing@annafreud.org. 

Maybe you will find the answer here

The process for administering the WMfS in our school was really smooth and CORC supported us throughout.

Freehold Community Primary Academy

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