1. State Awareness and Recruitment Campaign Sub-grant
Welcome!
We will begin our webinar at the top of the hour
Please have your grant data collection and reporting forms available in this order
Grantee Report Tracking Sheet – Evaluation ID Assignments
Life Skills Assessment Instructions and Form
Semiannual Grantee Report
As you log on, do not be surprised if you don’t hear anyone else; participants are placed on mute in order to limit background noise

2. State Awareness and Recruitment Campaign Sub-grant
Data Collection and Reporting Requirements

3. Your presenters
Sarah Catherine Williams Research Scientist Child Trends Coral Edward Member Services Associate National CASA Association

4. Objectives By the end of the webinar, you will be able to:
Describe the requirements of the State Awareness and Recruitment Campaign Sub- grant data collection and reporting
Access the data collection and reporting forms online
Be familiar with steps for completing the required forms

5. State Awareness and Recruitment Campaign Sub-grant
Purpose: To increase the number of children ages 0-17 served by volunteers in the court and community beyond prior year’s level and for youth served to improve work and study skills, self care and social support.
Grant Period: July 1, 2016 – June 30, 2017
12 State Awareness and Recruitment Campaign Sub-grantees

6. Importance of Reporting
To show outputs and outcomes in relation to:
Volunteers
Recruited, trained, activated and retained
Youth
Served, improved life skills and delinquency involvement

7. Data Collection and Reporting
State and local program page
Reporting tools
Youth Advocacy Sub-grants and State Awareness and Recruitment Campaign Sub-grants

8. Questions so far?

9. Evaluation ID Assignment Instructions
To link pre and post assessments and surveys
For volunteers:
National CASA Program Number plus unique three digit identifier (example )
For youth:
The ID# of the volunteer assigned plus a one digit identifier (example– )
Thanks Coral. I’m going to walk you through the tracking and reporting documents we’ve developed for the grant.
The first thing is the assignment of evaluation ID numbers to the volunteers and the children /youth they serve. This allows us to link pre- and post- assessment and/or surveys. If you already have ID numbers for the volunteers in your program, you’re welcome to use that number, otherwise, we suggest using this formula:
CASA Program Number plus a unique three digit identifier. You can see an example here.
As with the volunteer ID number, if you have a youth ID number that you use for your program, you’re welcome to use that number, otherwise, we suggest using this formula:
The VOLUNTEER’S ID# plus a unique ONE digit identifier. You can see and example here.
On the NCASA website you’ll find more in-depth instructions on how to assign ID numbers.

10. Grantee Report Tracking Sheet
To track volunteer and youth evaluation ID numbers and other required grant related information
Tracking sheet has eight tabs – Notes, Volunteers, Youth and a tab for each of the reporting periods
It is required that all grantees use the tracking sheet provided by National CASA
This grantee tracking sheet is used to track information on grant-related volunteers and the children/youth they serve.
There is a notes tab, along with a tab for volunteer info, child/youth info, and two auto-populated reports. The auto-populated reports generate the numbers that you will enter into the semiannual grantee report.
The sheets are protected, because of the formulas for the auto-populated reports, so you will be limited in what all you’ll be able to do in the sheet, like formatting, etc.
Last year, we did not require the use of this tracking sheet, but to assist with consistency in data collection, we’re asking that all grantees use this tracking sheet from now on.
We made some changes to the sheet from last year, but they are very minor. If you are a renewal grantee, you should take a look at the What’s New for Renewal Grantees document on the NCASA website. It highlight’s what is different and how you should proceed.
Let’s take a look at it now.
[PULL UP THE TRACKING SHEET, SHOW EACH TAB]
If you have any questions about the fields on the Volunteer and Youth tabs, you can take a look at the Notes tab for more information, or the Semiannual Grantee Reporting Instructions.
Now we’re going to walk thru each tab.

11. Tracking Sheet – Volunteer Information
Components:
Volunteer name and evaluation ID#
Dates related to volunteer recruitment, training, activation and retention
This is the “Volunteer” sheet, and it has fields for the volunteer’s name and evaluation ID#, as well as the dates related to volunteer recruitment, training, activation, etc.
[BACK TO SLIDE]
The evaluation ID number that I talked about a minute ago, that’s what goes in the first field, followed by the volunteer’s name.
The next question is whether or not this is a new volunteer. This allows us to count new and existing volunteers separately. Answer YES (Y) or NO (N) if this is a new volunteer, which is defined as a volunteer that has not been previously recruited, trained, sworn in, or activated. If you answer NO, then the fields for recruitment, pre-service training, and swearing in are greyed out, and you do not have to enter those fields.
The next fields are for dates of pre-service training, swearing in, activation (being matched with/assigned to a child), and date the volunteer resigned or was terminated.
There is also a sheet to enter information on the children/youth served by the grant-related volunteers. Let’s take a quick look.
[GO TO TRACKING SHEET]

12. Tracking Sheet – Youth Information
Components:
Youth and volunteer name and evaluation ID#
If child/youth is Native American/Alaska Native
Dates YLSA taken
Dates relating to arrest, sentencing and incarceration
If child/youth engaged with the volunteer
It’s pretty similar to the Volunteer sheet, but with more information. You enter the youth’s name and evaluation ID number, the volunteer’s name and evaluation ID number, the youth’s DOB, the date they are assigned to their volunteer, eligibility for tracking under the grant, dates the YLSA completed, dates relating to any arrests, sentencing, or incarceration, and whether or not the child/youth was promoted to the next grade level.
[BACK TO SLIDE]
The child’s date of birth is used along with the date the volunteer began involvement with the grant to determine the child/youth’s eligibility for tracking under the grant, and for completion of the YLSA. For YA grantees, it’s If they are NOT eligible for tracking (signified by a red NO in the sheet), they should be removed from the sheet.
The YLSA should only be completed for those that are 14 or older, as indicated on the tracking sheet.
There are fields for completing the YLSA, both for the volunteer and the youth. NCASA will be distributing a monthly list of what youth and volunteers completed the YLSA (by ID#s), and when, which you can enter here. There are also fields to let you know when the post-YLSA are due. We will talk about that more in a minute.
The next fields relate to the any arrests, sentencing, or incarceration.
We also ask if the child was promoted to the next grade level. If they were NOT ENROLLED in school, enter “N/A”. If they WERE in school, please indicate whether or not they were promoted.
And lastly, the date the child/youth’s case closed.
All of this information will be used in the auto-populated reports, which comprise the last two sheets in the document. [TOGGLE BACK TO SHEET]

13. Youth Life Skills Assessment
To measure changes in youth life skills over time
65 items categorized within three areas:
Work and study skills
Self care
Social support
To be completed by youth and advocate
Earlier I mentioned the YLSA, which is an assessment used to measure changes in youth life skills over time. There are 65 items that cover 3 “domains”: work and study skills, self care, and social support.

14. Youth Life Skills Assessment (continued)
To be completed for youth ages 14 and older
Completed within two months of volunteer assignment to case and at one year or case closure – whichever comes first
Takes minutes to complete
Each volunteer who is assigned to work with a youth (ages 14 and older) under the grant is expected to complete an assessment of the youth, and that youth is expected to complete a self-assessment. Any children 13 or younger do not need to take the assessment. If the youth is 13 when the grant begins, but turns 14 during the grant period, the assessment should be given when they turn 14.
The Youth Life Skills Assessment should be administered as a pre-assessment and a follow-up assessment. They will use the same instrument for both assessments.
The pre-assessment should be completed, by both the volunteer and the youth, upon assignment to the case, preferably within one to two months. The follow-up assessment should happen one year later, again, with both the volunteer and the youth completing the assessment. If the youth’s case closes before the one year mark, the assessment should be administered at case closure. It is best that volunteers complete their assessment of the youth before reviewing the youth’s self-assessment. If the grant period ends before one year, the post-assessment should be done at that point.

15. Youth Life Skills Assessment (continued)
Online administration
Note – there is no way to save survey as you input data – all answers must be entered at one time
Paper administration
Form made available to volunteer and results entered into Survey Monkey online
Volunteers and youth can complete the assessment on paper or online using this link: [CLICK ON IT THEN COME BACK]
Evaluation ID numbers will be used to link pre- and follow-up assessments, as well as link volunteer and youth assessments. Please make sure that each volunteer has the Evaluation IDs for themselves as well as the youth with whom they work. They will not be able to enter the assessments online without these numbers.
Once volunteers and youth begin entering information online, they will not be able to save their work and come back to it. If they do not think they can complete the assessment in one sitting, we recommend that they complete the assessment on paper before attempting to enter it online.
Note: if the assessment is completed on paper, the answers still need to be entered online. If the answers are not entered online, the information will not be provided to National CASA.
Additional information on the YLSA can be found in the instructions document on the NCASA website, including tips on how to engage youth around the assessment.

16. Grantee Reporting Monthly Expense Report Quarterly Phone Calls
Quarterly Marketing Webinars
Semiannual Grantee Report
Grantee Narrative Report

17. Monthly Expense Report
Reporting period: Due date: Every month 15th of each month beginning in July Entered online at Grantee Budget Information System

19. Quarterly Phone Calls
Designated National CASA Staff will contact grantee at least quarterly. You will receive a reminder prior to the quarterly phone call.

20. Quarterly Marketing Webinars
A template to help you detail and execute the strategy you will employ (based on your unique grant) was provided to you.
National CASA’s marketing team will be hosting a webinar within 90 days to assist with the marketing strategy (including completing the template) and identifying shared opportunities.

21. Semiannual Grantee Report
Reporting period: Due date: 7/1/16 – 12/31/16 January 15, /1/16 – 6/30/16 July 15, 2017 Entered online at

22. Semiannual Grantee Report (continued)
To report grantee related outputs and outcomes
Report only on grant-related volunteers and youth served - volunteers recruited, trained and activated and youth served as a result of this grant
All fields must be number/digit
Semiannual Grantee Report Instructions provide detailed instructions on completing the form including definitions for information requested

23. Semiannual Grantee Report (continued)
Three Components:
Program information
Volunteer recruitment, training, activation and retention information
Youth served information – assigned, offending and grade promotion

24. Grantee Narrative Report
Reporting period: Due date: 7/1/16 – 12/31/16 January 31, /1/16 – 6/30/17 July 31, 2015 Grantee narrative reports are submitted online via Key Survey. An with a link to the form will be sent to grantees one month prior to the due date.

25. Questions?
Coral Edward , ext. 217 Sarah Catherine Williams