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

2. Topics Adult Reporting Youth Reporting WebNEERS Success Stories
Monthly Program Reviews

3. 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.

4. 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.

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

6. 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.

7. 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.

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

13. 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.

14. 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.”

15. 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.

16. 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.

17. 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.

18. 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.

19. 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.

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

21. 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.

22. 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.

23. 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?

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

25. Submitting Youth Forms
All data ed 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 to
All data must be ed 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 .

26. 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.

27. 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.

28. 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.

29. 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.