EFNEP Reporting [Note: Please have all entry/exit forms available prior to beginning this presentation]

Topics Adult Reporting Youth Reporting WebNEERS Success Stories Monthly Program Reviews

Introduction Reporting is important Provides accountability for dollars spent Show impact of program Allows for evaluation of program and staff Accurate reporting is crucial to the EFNEP program. It provides accountability for money spent on the program, it shows the good work the program is doing, and it provides information for program review and staff evaluation.

Introduction Variety of Reporting Participant reports Monthly program reports EFNEP has a variety of reporting. During this presentation we will discuss participant reports and monthly program reports.

Adult Reporting First let’s look at adult reporting. [If your unit does not work with adult participants, you may skip this section.]

Entry Paperwork All adult participants must complete: Adult Enrollment Form Behavior Checklist 24 Hour Food Recall Physical Activity Waiver Photo Release For adult reporting purposes, all adult participants must complete these five forms upon entry into the program. During the first teaching session, the Program Assistant reviews each item on each form so that complete and accurate data is collected. You will receive additional training on collecting this data from participants during a later training.

Adult Enrollment Form Demographic data Social characteristics Valuable information to understand our audience The Adult Enrollment Form includes demographic data and social characteristics that are important in understanding our audience. It is important to ask participants for all information. Do not tell them they can skip any part. It is all important. If participants are hesitant, reassure them that the data they provide is confidential and only for EFNEP reporting purposes. Their names and information will not be shared with any other agency.

Behavior Checklist 17 questions Captures dietary habits over time Topics include Food resource management practices Nutrition practices Food safety practices The Behavior Checklist is a series of 17 questions that capture dietary habits over time. Topics include three of the main focuses of EFNEP program: food resource management practices, nutrition practices, and food safety practices.

24 Hour Food Recall Record of foods eaten over a 24 hour period Snap-shot of a specific day Allows for dietary analysis Must use the USDA 5-Step Multiple Pass Method for collecting this data The 24 Hour Food Recall is a record of food that a participant has eaten in the past 24 hours. It is a snap-shot of a specific day, but allows for dietary analysis. The Food Recall must be collected using the USDA 5-Step Multiple Pass Method. You will receive training on collecting food recalls at a later time.

Discussion Questions How is the information collected on the behavior checklist and the 24 hour food recall different? Why is it important to get both the behavior checklist and the 24 hour food recall? What would we lose if we only collected one or the other? [Discuss these questions. Possible answers include: The Behavior checklist is a record of what happens over time, but the 24 hour food recall is just a snap-shot of one day. It is possible that this one day is not an ordinary day, so the information collected may be worse or better than usual. The behavior checklist allows for un-ordinary days by asking what is usually done.   It is important to collect both because they provide different information about a participant’s eating behavior. If we only collected the 24 hour food recall, we would only see one specific day, which may or may not be a regular day for that person. We also would not have any food resource management practices information or any food safety practices information. If we only collected the behavior checklist, we would not be able to create a dietary analysis for the participant, to see if their practices have changed. Most participants will report normal days, so we can use this information to determine what they are doing better.

Exit Paperwork All graduating adult participants must complete: Adult Exit Form Behavior Checklist 24 Hour Food Recall All adult participants that graduate must complete an Adult Exit Form, a second Behavior Checklist, and a second 24 Hour Food Recall. If a participant does not graduate, or does not attend the last lesson, then the Program Assistant is to complete an Adult Exit Form for that person.

Adult Exit Form Provides exit information Participation in assistance programs Comments on program quality Share changes made The Adult exit form provides information about participation in assistance programs, and allows participants to comment on program quality and share changes they may have made. This form also allows the Program Assistant to provide the number of lessons, sessions, and hours, as well as a graduation reason for the participant.

Program Status For an adult to graduate Must complete six sessions Receives status of “Educational Objectives Met” If present for final session but did not complete six sessions Status is “Other” All others still require Adult Exit Form Only if attended at least two sessions and complete Adult Entry Paperwork Adult Exit Form completed by PA to exit participant For an adult to graduate, or complete the program, she must complete six sessions. By doing this, she will receive the program status of “Educational Objectives Met” which means she has graduated. If the participant is present for the final session but did not complete six sessions, her status is “Other” because she did not graduate. All other participants that attended at least two of the first three sessions, should have an Adult Exit Form completed by the Program Assistant.

Literacy of Program Participants In most cases, participant should complete forms in own handwriting Ocassionally, PA may complete paperwork for participant Should be noted on the form and participant and PA both sign In most cases, participants should complete the forms in their own handwriting. However, there may be literacy or writing issues where the Program Assistant can complete the form for the participant. When this occurs, the PA should make a note on the forms and both the PA and the participant should sign the forms. It is important to make participants feel comfortable, so be sure you do not draw attention to the assistance you are providing them, or give them an excuse, such as, “maybe you left your glasses at home and can’t see the form very well.”

Submitting Adult Forms All data mailed to State Office within one (1) week of completing the educational series Entry and exit data for each participant should be matched and submitted together Keep a scanned copy in case paperwork is lost in the mail Scanned copy may be deleted once paperwork is returned All data must be mailed to the state office within one week of the completion of the educational series. Entry and exit paperwork for participants should be matched and sent together. Because data is being mailed, be sure to keep a scanned copy of the paperwork in case it is lost in the mail.

Order of Paperwork Cover Sheet Staff/Volunteer Forms (if necessary) Group Planning Sheet First participant’s forms Adult Entry Form Adult Exit Form Entry Behavior Checklist Exit Behavior Checklist Entry Recall Exit Recall Second Participant’s forms, etc. The paperwork should be submitted in the order listed.

Data Entry Data is entered at the State Office Data for all participants: Adult Entry Form Adult Exit Form Entry Behavior Checklist Exit Behavior Checklist Sample data Entry 24 Hour Food Recall Exit 24 Hour Food Recall Data is entered at the state office. Every participant will have the entry and exit forms and behavior checklists entered. However, only a sample of participants will have their 24 hour food recalls entered. This sample will be selected by the state office.

Sampling Ratio County Enter 1 of every: Miami Dade 6 Duval Escambia 2 Hillsborough 3 Leon Orange Palm Beach Polk Seminole This is the sampling ratio that is used for 24 hour food recalls. For example, in Palm Beach county, only one of every three participants will have their 24 hour food recalls entered. This is because of the volume of people that Florida reaches every year.

Subgroups Data analyzed for a specific group Indicate on Adult Entry Form Official Use Only Other Subgroups Must be present when entering Can not be retroactive for a group Data can be analyzed by specific subgroups. For example, if you work with a WIC clinic and this clinic would like to see data for their participants, you have the ability to place these participants into a subgroup. To include a person in a subgroup, indicate the name of the subgroup on the Adult Entry Form in the section Official Use Only, Other Subgroup. This person must be included in the subgroup upon entry. You cannot go back and create a subgroup or add a person to a subgroup after the participant is entered.

Youth Reporting [If your unit does not work with youth participants, you may skip this section.]

Youth Forms Youth are entered as groups Forms include Youth Group Enrollment Form Youth Participant Roster Pre and Post Checklists Staff/Volunteer Form Cover Sheet Youth are entered as a group instead of by individuals. These are the forms that are required to enter youth into WebNEERs.

Unique Identifiers Use unique identifiers instead of names on youth paperwork Firs letter of teacher/group leader first and last name First letter of PA first and last name Number assigned to group by county Letter assigned to each participant Youth should be identified by a Unique ID instead of their names on all paperwork. This is for the protection of the youth. Use this method to assign Unique IDs.

Unique Identifier Example Teacher Name: Ima Gator PA Name: Owen Money Group Number: 24 Youth Letter: Q For example, what would this Unique ID be?

Unique Identifier Example Teacher Name: Ima Gator PA Name: Owen Money Group Number: 24 Youth Letter: Q Identifier: IGOM24Q It would be IGOM24Q.

Submitting Youth Forms All data emailed to State Office within one (1) week of completing the educational series Match pre and post checklists for each child Do not score Complete a cover sheet Scan and email to efnep@ifas.ufl.edu All data must be emailed to the state office within one week of completing the educational series with youth. Pre and post checklists should be matched for each child, but do not score them. Complete a cover sheet and Youth Group Enrollment Form and submit to the EFNEP email.

Order of Paperwork Cover Sheet Staff/Volunteer Forms (if necessary) Youth Group Enrollment Form Matched pre and post checklists Pre only checklists Post only checklists Paperwork should be in this order. Be sure that if a child has both a pre and post checklist they are placed together near the front of the packet. Then include pre only checklists, followed by any post only checklists.

WebNEERS Data is entered at state office Data is available at the county immediately upon entry Use EFNEP Reporting Manual to run reports Check accuracy of new data each month WebNEERS is the Web-based Nutrition Education and Evaluation Reporting System. It is a federal system that all states use to report EFNEP data. Once data is entered at the state office, it is immediately available for counties to begin running reports. The EFNEP Reporting Manual covers many of the most-used reports and how to run them. Data should be checked for accuracy at least once a month. Any issues should be reported to the Data Manager immediately.

Success Stories Guidance for entering found in EFNEP Reporting Manual and on Staff Resources Due March 30 and September 30 Should answer the question: “How did EFNEP change your life?” Supervisors should review and edit prior to submission Each Program Assistant must submit two success stories, or Program Impacts, each year. Guidance for entering success stories into WebNEERS can be found in the EFNEP Reporting Manual and on the Staff Resources website. Success stories are due by March 30 and September 30 of each year, but may be entered at any time throughout the year, so long as a success story is present by the due date. Success stories should answer the question, “How did EFNEP change your life?” Supervisors should review and edit success stories prior to submission.

Monthly Program Reviews Due to State Office by 10th of month Submitted by supervisors Goal setting and goal achievement by month Monthly Program Reviews are monthly status reports of your EFNEP program. They are completed by the EFNEP supervisor and submitted to the state office once a month. Supervisors may involve PAs in creating goals and discussing barriers to programming to assist with completing these reports. They also include benchmarks on achieving county-level and state-level goals.