Data Collection Training EITC Campaign Site Coordinator Training January 10 th, 2007 Steve Spiker Urban Strategies Council

Introduction and Overview General Overview of Data Collection Process Confidentiality Waiver Survey Administration Data Back-Ups Asset and Operations Data

The Confidentiality Waiver Client receives confidentiality waiver during intake process. Confidentiality Waiver has two purposes: 1. Authorize the release of Tax Return Data to Urban Strategies Council, in order to help improve services 2. Authorize the release of contact information for follow up in regard to additional services requested

The Confidentiality Waiver

The Confidentiality waiver separate to the Intake Form this year. Make sure filer reads the waiver and understands it. Have the filer initial the form only if they DO NOT want their data used, the preparer will then need to initial the form as a witness. Preparer must initial the form to say they have explained the waiver even if the filer is happy to have their data used. The “Confidentiality Waiver Tracking Sheet” should be used to keep a record of clients who do not want their data backed up, this requires SSN and date of tax preparation Keep the survey and waiver on site until the end of the tax season. Hard copies will then be sent to Urban Strategies Council as records

Survey Administration Tax Filers receive copy of the survey during the Intake Process Survey is separate to the intake form Screeners or Preparers can circle the responses on the hard copy, a Preparer enters the survey responses into the Taxwise Software Ask the survey questions one at a time and let the filer know what answers they may pick from

Survey Administration

7a. Do you or anyone in your household have a disability? Yes No Decline to answer (answer to be recorded with 7b) 7b. Can we keep your contact information to send you notices about our services in the future? 1 Yes(disability) + Yes(contact) 2 Yes(disability) + No(contact) 3 Yes(disability) + Decline(contact) 4 No(disability) + Yes(contact) 5 No(disability) + No(contact) 6 No(disability) + Decline(contact) 7 Decline(disability) + Yes(contact) 8 Decline(disability) + No(contact) 9 Decline(disability) + Decline(contact)

Survey Administration Once survey responses are circled on the Intake Form they can then be entered into the Taxwise software Survey questions are in the 1040 Individual Form, in the “Preparer’s Use Field” All possible survey responses for each question are already programmed into Taxwise by a site coordinator Response codes are listed on the survey

Survey Administration

Inform filers of purpose of survey to provide better services in future to help us understand the needs of our clients to ensure the program continues- we need to show how useful this is! Answers in the survey will not be sent to the IRS – kept in the strictest confidence Make sure that filers know they can refuse to answer the questions Fill out the hard copy survey which is separate to the Intake Form Preparers then enter the responses into Taxwise

Data Back Ups Back Up should be performed on a computer that contains all the returns. Back Up is done in the Taxwise software – it’s an option. Do not back up data for clients that do not want to release their tax data. Select drive and directory where back-up will go. or copy files to a disk or CD Send data to Urban Strategies

Data Back Ups Overview of Steps in Taxwise “Tools” Menu  “Backup to Disk…” Backup Options “Regular Backup” Select Users Select Filers; make sure to select filers only who have permission to have their data backed up Select backup to a directory of your choice

Data Back Ups

Back Ups Sending Back Ups to Urban Strategies Council Send the back up by either or by “snail mail” on a disk or CD. is the recommended method. Postal and Addresses are listed in the “Data Collection Instructions” Mark the contents of the package as “Confidential” Include the following Information with each backup: Site: Date: Prepared by: Number of Disks:

Back Ups Sending Back Ups to Urban Strategies Council (cont.) Please “Zip” the back up files into one file if your site has that capability If you choose to use disks or CDs, make sure that you have enough blank formatted disks for the back up. If you do have multiple disks, make sure to number them Back ups are required after the first day of operation. Then, required once a month – not every week!

Operations and Asset Building Data General Operations and Asset Building Data are to be collected. Two spreadsheet are included in your packet and explained in detail in the “Asset and Operations Data” section of the “Data Collection Instructions” Site Coordinator is responsible to collect the data Data is sent to Urban Strategies twice during the campaign, after an initial “trial” data collection

Summary Confidentiality Waiver Survey Administration Data Back Up Asset and Operations Data

Questions or Comments? Steve Spiker The Urban Strategies Council vitadocs/vitadocs.html