Instructions for the SBIRT Data Collection Tool
                                         2021-2022 School Year (Rev. 8/1/21)
                             School Health Unit, Massachusetts Department of Public Health
    Introduction
    This spreadsheet has several worksheets:  1) Instructions, 2) School Information 3) SBIRT Screening Results and 4) 
    Data Summary.   You can view each of the worksheets by clicking on the tabs at the bottom of the screen.  
    School Info:  Please enter your school and contact information here. You only have to enter this information once (it 
    does not need to be re-entered on each screener tab).
    SBIRT Screening Results. There are 5 separate Data Entry worksheets  (Screener_1, Screener_2, etc.) so that 5 
    nurses, counselors, or other school staff can use the same data file, and each screener will be able to use a separate 
    worksheet.  The worksheets are named "Screener_1", "Screener_2", "Screener_3", "Screener_4", and "Screener_5".  
    Data Summary. In order to view a statistical summary of  your data, click on the worksheet called "DataSummary." This 
    sheet provides a summary of data from all of the Data Entry worksheets.  
    List of students screened
    Names and identifiers are not entered into this worksheet, so please keep a separate list of the students who will be 
    screened.  Check off each student as you complete the screening.  That way, you will be able to keep track of which 
    students on your screening list you still need to screen.  In addition, it will help you avoid double-counting students.
    Do not screen any student who is not in the grade level being screened.
    Do not submit screening results for the same student more than once during the school year. 
    Entering Data
    Please enter all of the information requested in the "School Info" worksheet (District, School name, Grade, etc) so we 
    can identify the data properly.
    Use a separate copy of the spreadsheet file for each school.  For example, if there are 10 schools in your district 
    doing SBIRT screenings of 7th grade students, you will end up with 10 copies of the spreadsheet file.
    You may use more than one spreadsheet file for a school. If it is easier to enter the data from a school 
    into more than 1 spreadsheet, you may do so.  (If you want a data summary for the entire school, however, 
    you will need to add together the results from each spreadsheet) Please complete the "school info" page 
    for every spreadsheet file submitted so the data can be properly identified.
    Use a separate copy of the spreadsheet file for each grade. Do not combine results from more than one grade on a 
    single spreadsheet.
    The Screener tabs.
    Use one row for each student screened. Record information by selecting an item from the drop-down list, or by entering 
    information in the cell.
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    If the pre-screen is negative:  You only need to complete the 3 "screening description" cells (date, role, age), the 4 
    cells in the Pre-screen section, the response to the Car question, plus any Actions taken (including positive 
    reinforcement).   It is not necessary to enter a response to the other CRAFFT screening questions, nor to complete the 
    BI or Referrals questions, since those items are not applicable if the pre-screen is negative. 
    To speed up data entry:
    1) Use the "tab" key to go to the next column (instead of using the mouse to click in each cell)
    2) Press "y" or "Y" to enter  "Yes" (This is faster than using the drop-down menu and selecting "Y").  Similary, enter "N" 
    or "n" for "No"
    3) For advanced Excel users:  On the pre-screen questions:  If you have many rows of "No" answers for these 4 
    questions (which is a common screening result in lower grades), you can enter "N" for the cells in columns E through H 
    for just 1 row, then just copy those 4 cells (columns E through H) and paste it into other rows--but you must use “paste-
    special (values only)” when pasting into columns E through H to avoid data corruption!
    Recommended Actions
    The spreadsheet is programmed to calculate the appropriate Recommended Action in both the pre-screening section 
    and the CRAFFT screening section (You can view these Recommended Actions in the blue-shaded cells.)  You may 
    find it useful to review these during the screening to help you follow the screening protocol.
                  Explanation of background cell colors
    The cells with a white background are used for entering data.  
    A cell with a pale yellow background shows where data is missing. Entering the missing 
    data turns off the yellow background.
    An orange background indicates that the data in that cell might be inconsistent with some 
    data previously entered in that row.  If you eliminate the potential inconsistency, it will turn 
    off the orange background.
    Cells with a blue background are automatically calculated. The value of these cells are 
    determined by a formula. Do not change these cells or you will delete the formula.
    The cells with a yellow or orange background assist in finding data errors, but cannot identify every possible 
    type of error.  Please check your data for missing or inconsistent data before submitting the data file.
    Please do not make changes to the spreadsheet design.
    Do not add, edit, re-arrange, or delete formulas, columns, rows, or worksheets. Avoid "dragging and dropping" from 
    one cell to another.  Making these changes can inadvertently alter the functionality of the spreadsheet and potentially 
    corrupt the data.
    The Data Summary tab
    Summary statistics on the Data Summary page are automatically calculated based on the data you entered 
    in the other pages. Do not change anything on this page or the formulas could be deleted.
    Submitting a Data Report
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    Submit only the summary data as requested in the SBIRT report form (online).
    We no longer accept the Excel file
    Google Sheets
    It is preferable to complete the report in Excel (since there are features in Excel that reduce the chances of data error), 
    but the spreadsheet can be converted into Google Sheets if necessary.  If you convert the spreadsheet into Google 
    Sheets, you will need to convert it back into an Excel file before submitting the data.  To download the entire file as an 
    Excel file, use this procedure:
    In Google Sheets, select File—>Download as Microsoft Excel (xlsx), then attach the downloaded Excel file to 
    your email.
    Questions? 
    If you have read all the instructions carefully and still have questions about this spreadsheet, please contact Bob 
    Leibowitz at Robert.Leibowitz@mass.gov  However, we are no longer able to provide support for using this Excel file.
    Technical Notes
    When opening this spreadsheet, if you get any warning messages, select "enable content", or click "yes" if asked if you 
    want to "make this file a Trusted Document".
    For best results on a Windows PC, use Excel version 2007 or higher. Some of the features used in this 
    spreadsheet may be incompatible with earlier versions.
    If you use a Mac, please use Excel for Mac 2011 (or higher). Older versions may not record dates properly.
    The worksheets for Screener_1 through Screener_5 are set up to record screening results for up to 300 students in 
    each of the 5 Worksheets. If you need to record more screenings than will fit in this worksheet, use another copy of 
    this spreadsheet file. 
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              Name & position of person submitting report:
                             Email address:
        District name (for a Charter School, use the school name)
                                School:
                                 Grade:
                          # of parent opt-outs:
                          # of student opt-outs:
             Enrollment in the grade screened in this school:
                           Enter notes about each page, such as the names of the people completing the screenings (Optional)
                              Screener_1
                              Screener_2
                              Screener_3
                              Screener_4
                              Screener_5