How to Prepare for the CRS Examination

Maria A. Williams, CRS

United Way for Southeastern Michigan

Detroit, Michigan

2

Deciding to take the exam

Why should I take the exam?

–Demonstrates initiative, and dedication to your organization

–Chance to earn a professional credential

–There might some CA$H in it for you

–The AIRS Standards strongly encourage it

–Tests can be fun! (Yes, I’m serious.)

3

Deciding to take the exam

•Now it’s time to prepare!

•Has it been a while?

–Who has taken an important exam (other than the CRS or CIRS) in the last:

–2 years?

–5 years?

–10 years?

A good plan is the best defense against a tough test!

4

Knowledge areas

Inclusion/Exclusion Criteria 10%

Record Structure/Data Elements 25%

Indexing Principles 25%

Classification System/Taxonomy 10%

Database Maintenance 10%

Service-Specific Questions 15%

Indexing/Proofing Scenarios 5%

5

Test format

•Multiple choice

•True or false

•Short answer

– Indexing/Proofing Scenarios

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Key preparation materials

There are many existing resources available

–Articles

–Websites

–Listservs

–CEQuick training courses

–Training sessions

–National

–Local

7

Articles

The ABCs of I&R

–The foundation of training for all I&R and Resource Specialists

–Learning objectives

–Introductory exercises

–Summary of key points

–Test questions!

–Use the 2006 or later editions. The 6.0 AIRS Standards are included in the 2009 edition.

–Pay particular attention to the sections dedicated to the resource database

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Articles

The ABCs of I&R

Sections 19-24:

Resource Database – Overview

Resource Database – Inclusion and Exclusion Policy

Resource Database – Data Structure

Resource Database – Classification Systems and Taxonomy Indexing

Resource Database – Database Maintenance

Resource Database – Disaster and the Resource Specialist

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Inclusion/Exclusion Criteria

Record Structure/Data Elements

Indexing Principles

Classification System/Taxonomy

Database Maintenance

Service-Specific Questions

Indexing/Proofing Scenarios

ABCs of I&R Exam Content

Overview

Inclusion and Exclusion Policy

Data Structure

Classification Systems and Taxonomy Indexing

Database Maintenance

Disaster and the Resource Specialist

10

AIRS Recommended Articles

CRS Performance Based Competencies for Certification

What it covers: A detailed outline and description of the knowledge, skills, attitudes and work related behaviors an I&R practitioner must demonstrate in order to perform their job effectively.

Covers general knowledge/skills, skills and abilities specifically related to resource database maintenance, and also has a section on work-related attitudes.

How it helps: This is a good document to read once or twice, to gain a clear understanding of what’s expected of a Certified Resource Specialist on the job. No need to memorize.

Performance Based Competencies

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AIRS Recommended Articles

Setting Inclusion/Exclusion Criteria: Determining the Scope of a Resource File

by Dick Manikowski

What it covers: Everything you’ve ever wanted to know – and everything you never knew you wanted to know – about developing an inclusion/exclusion statement for your database.

How it helps: The be all end all of articles about inclusion/exclusion statements, this article is incredibly important. Read it multiple times, take notes. Then read it a few more times.

12

AIRS Recommended Articles

Indexing with the AIRS/INFO LINE Taxonomy of Human Services

by Margaret Bruni

What it covers: The design features of the Taxonomy, the benefits of hierarchical design, types of terms, basic indexing principles, customizing the Taxonomy, and keeping your Taxonomy current.

How it helps: Extremely helpful article for learning about why the Taxonomy is structured the way it is. Read this article several times and take notes.

13

AIRS Recommended Articles

Taxonomy Supplements: How to Keep the AIRS/INFO LINE Taxonomy Updated for Your Resource File

by Georgia Sales

What it covers: Discussion of the continuous evolvement of the Taxonomy and the various ways in which updates to the Taxonomy occur, and of tools to maintain the currency of an agency’s Taxonomy.

How it helps: Useful article for understanding the Taxonomy, recommend to read it through once or twice.

14

Articles

From the www.211taxonomy.org website:

An Orientation to the Structure and Contents of the AIRS/211 LA County Taxonomy

by Georgia Sales

What it covers: A comprehensive overview of the Taxonomy, its structure, service categories, target populations, and comments on local customization written by the Taxonomy guru herself.

How it helps: This is an important article, especially for Taxonomy newbies. Although it’s a bit longer than the others, at 33 pages, it’s worth reading at least once or twice. Take good notes.

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Articles

From the www.211taxonomy.org website:

Structure and Contents of the Taxonomy

by Georgia Sales

What it covers: A quick outline of the structure and contents of the Taxonomy, this is an excellent summary.

How it helps: This is a good article for more experienced users of the Taxonomy to brush up with.

16

Articles

AIRS Standards for Professional Information & Referral and Quality Indicators

You should be familiar with all of the AIRS Standards, but you’ll want to pay particular attention to the standards that deal with the Resource Database:

Standard 7: Inclusion/Exclusion Criteria

Standard 8: Data Elements

Standard 9: Classification System/Taxonomy

Standard 10: Content Management and Indexing

Standard 11: Database Search Methods

Standard 12: Database Maintenance

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7: Inclusion/Exclusion Criteria

8: Data Elements

9:Classification System/Taxonomy

10: Content Management and Indexing

11: Database Search Methods

12: Database Maintenance

Inclusion/Exclusion Criteria

Record Structure/Data Elements

Indexing Principles

Classification System/Taxonomy

Database Maintenance

Service-Specific Questions

Indexing/Proofing Scenarios

AIRS Standards Exam Content

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Websites and listservs

•www.airs.org

•www.211taxonomy.org

•Your state’s AIRS affiliate site

– Training documents from local trainings

•AIRS I&R Networker Listserv

– http://health.groups.yahoo.com/group/airsnetworker/

•AIRS Taxonomy Listserv

– http://www.211taxonomy.org/resources/listserv

Both listservs provide discussion forums for the I&R community. It’s an outlet for you to ask questions and get help.

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CEQuick

What is CEQuick?

– CEQuick is an online training tool that allows you to pay a nominal fee to take a training course and have the opportunity to earn CE (Continuing Education) credits

– Fees range from $5-$35 per course

– Suggested courses for CRS test prep:

– AIRS: An Overview for Resource Specialists ($20)

– AIRS: Database Maintenance ($20)

– AIRS: Introduction to Taxonomy and Indexing ($30)

– AIRS: Resource Database Style ($25)

– Total cost = $95

**Check out the Unlimited $99/year package if you plan to take all four courses.

20

Training sessions

•Be on the lookout for in-person training sessions

–National

–Local

•Benefits of in-person training

–Get immediate answers to your questions

–Networking

•Printed training resources

–Taxonomy Training Curriculum

–ABCs of I&R

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Training sessions

Which of the following best describes a hierarchical classification system?

a) An alphabetical listing of keywords that would occur to most people

b) A structured set of concepts that illustrates the relationships between listings

c) A computer system that searches for any and all strings of words

d) A collection of detailed definitions of various human services

22

Training sessions

Of the following, which is not a required data element?

a) Unique record identification number

b) Geographic area served

c) Federal Employer Identification Number

d) Date the information was last verified

23

Training sessions

Which of the following represents a Taxonomy branch?

a) BD, BH, BM, BR, BT

b) B Basic Needs, D Consumer Services, F Criminal Justice and Legal Services, H Education

c) J, JD, JD-1500, JD-1500.1800, JD-1500.1800-050

d) FP-0500 Advocacy, TL-3800.0500 Arms Control Advocacy Programs, TD-1600.1770 Education Advocacy Groups

24

Training sessions

The inclusion/exclusion criteria for the resource database should be:

a) Told to everyone who contacts the I&R agency

b) Published in relevant documents that are shared with the public

c) Known only to the Board of Directors to ensure confidentiality

d) Flexible so that the Resource Specialist can use discretion

25

Training sessions

What are the main advantages of a style guide?

a) Defines inclusion/exclusion criteria

b) Documents indexing decisions

c) Documents rules for consistent data entry

d) Supervises Resource Specialist staff

26

Training sessions

When should an I&R resource database be comprehensively updated?

a) Two months before the publication of a new directory

b) Annually

c) Monthly

d) Continuously

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Training sessions

What is a “Use Reference”?

a) A term that has the exact opposite meaning of the given term

b) A term that has a very close meaning to the given term

c) A term that has the same coding as the given term

d) A term that suggests a related yet distinct concept to the given term

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Study strategies and methods

Don’t count on short-term memorization

–Too much information

–Too complex

–Too important

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Study strategies and methods

Take notes

–When reading articles

–When attending training sessions

–Right now!

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Mnemonic devices

Memory/learning aid

–Acronym mnemonics use a word

• H.O.M.E.S.

Huron

Ontario

Michigan

Erie

Superior

31

Mnemonic devices

•Acrostic mnemonics use a phrase

–Please Excuse My Dear Aunt Sally

–Every Good Boy Does Fine

–King Penguins Congregate On Frozen Ground Sometimes

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Mnemonic devices

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Mnemonic devices

•What else could you use a mnemonic device for?

–AIRS standards?

– Inclusion/Exclusion Criteria

– Data Elements

– Classification System/Taxonomy

– Content Management and Indexing

– Database Search Methods

– Database Maintenance

–Required vs. recommended vs. optional data elements?

34

Flash cards

•An oldie but a goodie

•Can be used to help learn a wide variety of material, including items that are highly content-driven (AIRS Standards)

•Another person can quiz you without also having to know the material

35

Goal-setting and time management

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Goal-setting and time management

Remember that a good plan is the best defense against a tough test

•How much do you need to study?

– How comfortable are you with the knowledge areas?

– How quickly do you absorb new information?

– Do you have a good memory?

– Are you a fast reader?

•Set realistic goals for yourself and stick to them!

– “I will have all of my flashcards made by Friday.”

– “I will spend 15 minutes with my flashcards each day.”

– “I will run through my mnemonic devices each morning while brushing my teeth.”

37

Time management

Traveling to take the exam

–Distance to travel

–Time of day

–Time of year

–Effect on your performance

38

General test-taking tips

•For multiple choice tests

– Read all options before making a selection

– Eliminate the highly implausible answers

– Be aware of words like “always,” “never,” “only,” “must,” and “completely.” These are usually wrong answers since there are many exceptions to rules.

– Answer all questions without skipping or jumping around, identify doubtful answers by marking in the margin, recheck these as time permits after all of the questions are answered.

– Don’t linger too long on any single question

– Reread all questions containing negative wording like “not,” or “least.” Watch out for double or triple negatives.

– Your first guess is usually right!

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General test-taking trips

•Eat breakfast! (Or lunch.)

•Get a good night’s sleep

•Go to the bathroom first

•Bring a bottle of water and tissues with you

•Bring extra pencils – sharpened!

•Try to relax!

40

Web tools for continued communication

Facebook

–Please join the group I created a group for us, called “AIRS Certified Resource Specialists.”

Trillian IM

–Chat with fellow resource managers who may use AOL Instant Messenger, ICQ, MSN Messenger, Yahoo Messenger, and IRC

Google Docs

–Collaborate online and create documents, spreadsheets, and presentations that are stored online and can be accessed from any computer with a connection to the Internet

41

Questions?

42

Thanks!

43

Bibliography

The ABCs of I&R, The Alliance of Information and Referral Systems

Study Guide of Performance Based Competencies for Certification: CRS, The Alliance of Information and Referral Systems,

retrieved from http://www.airs.org/i4a/pages/index.cfm?pageid=3314.

Setting Inclusion/Exclusion Criteria: Determining the Scope of a Resource File, by Dick Manikowski. Originally published in Information and Referral, the Journal of the Alliance of Information and Referral Systems, retrieved from http://www.airs.org/files/public/inclusion_exclusion.pdf.

Indexing with the AIRS/INFO LINE Taxonomy of Human Services, by Margaret (Gillis) Bruni. Originally published in Information and

Referral, the Journal of the Alliance of Information and Referral Systems, retrieved from http://www.airs.org/files/public/AIRS_Taxonomy_IndexingWithTaxonomy.pdf.

44

Bibliography

Taxonomy Supplements: How to Keep the AIRS/INFO LINE Taxonomy Updated for Your Resource File, by Georgia Sales. Originally published in Information and Referral, the Journal of the Alliance of Information and Referral Systems, retrieved from http://www.airs.org/files/public/Taxonomy_Supplements.pdf.

An Orientation to the Structure and Contents of the AIRS/211 LA County Taxonomy, by Georgia Sales. Originally published in Information and Referral, the Journal of the Alliance of Information and Referral Systems, retrieved from http://www.211taxonomy.org/publicfiles/view/Taxonomy_Orientation.pdf.

Structure and Contents of the Taxonomy, by Georgia Sales. Retrieved from http://www.211taxonomy.org/publicfiles/view/Intro-

Structure_and_Contents.pdf.

45

Bibliography

AIRS Standards for Professional Information & Referral and Quality Indicators, The Alliance of Information and Referral Systems, retrieved from

http://www.airs.org/files/public/AIRS_Standards_6_0Final.pdf.