1.How are students selected for the SEA or SSA? What if a student did not receive a SEA or SSA invitation email?
SEA: All students who arrived at Job Corps at least two weeks prior to the SEA survey are eligible and invited to participate in the SEA survey (based on students’ Arrival Date in CIS). This includes re-enrollees who have returned from an ASWR or MSWR that lasted fewer than 30 days. Please ask students to check their junk/spam folder as well as their deleted emails. Survey invitation emails are sent throughout the first day of the survey window; students should wait until the end of the day before submitting a help form if they cannot find their invitation email (under “Contact Us” on the JC Student Surveys website).
SSA: All students who arrived at Job Corps at least two weeks prior to the survey are eligible to participate in the SEA survey (based on students’ Arrival Date in CIS). This includes re-enrollees who have returned from an ASWR or MSWR that lasted fewer than 30 days. However, only a sample of eligible students will be selected to complete the SSA each quarter. If a student did not receive a survey invitation email, they were not selected to participate. Survey invitation emails are sent throughout the first day of the survey window.
2. What is the procedure if a student does not understand a word or a question on the SEA or SSA?
Students can go to the JC Student Surveys website and fill out a help form under “Contact Us”, and JC Student Surveys Support will contact them. If the student chooses to discuss the survey with a friend or staff member, this is acceptable. The staff person can clarify the meaning of a question or a word when asked by students; however, they should not suggest responses or try to view the students’ answers. It is not acceptable for staff or student leaders to ask a student if they need help or to assist them without being requested.
3. What accommodation is available for students with disabilities?
Neither the SEA nor SSA is timed, and students can leave the survey and go back in to complete the survey at any time during the survey window. Audio is available on each page of the SEA and SSA. The audio function is available in Spanish and English. It allows a student to press a play button for each set of questions on the SEA or SSA and the computer will read the question and responses to the student. The student can pause and play the question and responses repeatedly if needed.
4. What languages are available on the SEA or SSA? What if the student is learning English and does not read or know Spanish?
The SEA and the SSA are available in English and Spanish. Survey instructions and questions emphasize readability and there is audio available (see question 3). Also, students can ask other students and staff for assistance, but this should be left to individual students to determine if they need help.
5. Will the centers receive a copy of the SEA or SSA?
No; not currently. The surveys ask students’ perceptions and experience of program quality or safety at centers and their responses should be reported without influence. By not sharing the SEA or the SSA, the integrity of the process is maintained.
6. Can centers receive information about which students completed the SEA or SSA?
No; centers will not be provided with information about specific students. Response rate reports will be posted by 12:00 pm ET on the JC Student Surveys website under “Reports”. These will be updated daily during the survey window and all center POCs will receive email notifications each day when the new report is posted.
7. Will the center receive the SEA or SSA results?
Centers will receive a report with their results after each survey administration. SEA or SSA reports are available in the Job Corps Resource Library (JCRL) as well as on the JC Student Surveys website under “Reports”. Once the reports are available, center POCs will receive email instructions on how to access reports on the JC Student Surveys website, along with the password; no additional password is needed to access the reports in JCRL.
8. Is there a certificate at the end of the survey once a student completes the SEA or the SSA?
Students will receive a “Thank You” email once they complete the SEA or the SSA. If a student completes the survey but does not receive a “Thank You” email, they should check their junk/spam/deleted folders. They can also complete a help form under “Contact Us” on the JC Student Surveys website to confirm their completion. Students are not required to share their “Thank You” email with center staff.
9. How do we know if the students have checked their email?
On the center level, you will not know which students check their email and complete the SEA or the SSA. Survey administrators know this information and will send reminders to students who have not completed the SEA or the SSA. Reminders are sent to their Job Corps and personal email addresses recorded in CIS. Centers can ensure that students’ personal email addresses in CIS are up to date, ensure that students are able to log into their Job Corps email, encourage students to regularly check their Job Corps and/or personal email during the survey window, and encourage students to take the survey.
10. Can the SEA or SSA survey link and PIN be sent to an alternate email address?
If a student wants the survey invitation sent to a personal email address, please ask them to complete the help form under “Contact Us” on the JC Student Surveys website. Students should choose the “please send the survey to my personal email” option in the “Contact Us” form and provide the required information. JC Student Surveys Support will follow-up with each student.
11. Can we provide incentives for students?
Both the SEA and the SSA are voluntary; students are not required to participate. Centers are prohibited from reprimanding or threatening students who choose not to take the SEA or the SSA. This does not prohibit centers from using small incentives that encourage participation. Centers are allowed to provide center-wide or individual incentives that are not included as a part of the regular privileges and services provided to all students.
12. Can the SEA or SSA be taken during the training day?
Yes, time during the training day can be allowed for students to take the SEA or the SSA. Centers should minimize infringement on instruction and coordinate with CTT and academic instructors and managers. Staff should ensure there are no security or safety issues caused by students’ stoppage of work if students take the SEA or SSA survey during CTT or academic periods.