- From the PEARS homepage, hover the cursor over the Track menu and click Program Activities:
- The Program Activities list displays. Select a Program Activity to edit.
The Program Activity details display. Click Demographics:
The demographics page displays:
- If demographic data is recorded through Site data, Surveys, or 4-H Custom Data, you may Auto Calculate demographics. Otherwise, report demographics manually, following the steps below. First, report the total number of unique participants that attended the program.
- Next, select the Method used to determine the participants’ demographics.
- Select the Source used to collect demographic data.
- Enter the Age and Sex of program participants. If there is not sufficient data to accurately report the sex of all participants, use the Unknown field, as needed. For SNAP-Ed reports, indicating age is required, so no Unknown option exists.
- Enter the Ethnicity of program participants. If there is not sufficient data to accurately report the ethnicity of all participants, use the Prefer not to respond or Unknown fields, as needed.
- Enter the Race of program participants. If there is not sufficient data to accurately report the race of all participants, use the Prefer not to respond or Unknown fields, as needed.
- Click Save and Continue to save the page and move to the next section or click Save to save progress and view the record details.
✓ TIP:
By default, your Program Activity list shows records that you have created in the current reporting year. Click the Filter button to filter for other records.
NOTE:
If you would like to Auto Calculate demographics based on survey data, first attach surveys and record responses. For more information, see:Attach a Survey to a Program Activity
Auto Calculate Demographics
✓ TIP:
The red asterisk * next to the heading of a field indicates that the field is required. You will not be able to save until you have added input into that field.
✓ TIP:
Report the total unique individuals attending the program. For example, if one person attended five Program Activity sessions, only count this person once in the total demographics.
✓ TIP:
Form validation ensures that the total of each table matches the total participants recorded.
For example, if 15 is recorded in the Total field, the sum of data recorded in the Age & Sex table must equal 15. You will not be able to save the Demographics form until totals for each section match the total participants recorded.
For example, if 15 is recorded in the Total field, the sum of data recorded in the Age & Sex table must equal 15. You will not be able to save the Demographics form until totals for each section match the total participants recorded.
GLOSSARY:
Select Actual Count if you obtained actual figures from a reliable source (Example: Average Daily Attendance from school administration, a government website, etc.)
Select Estimated Count if you had some reasonable basis or data on which to base an estimate. (Example: The school told you that about half of the P.E. teachers implemented the new P.E. policies and about 80% of the students attend P.E., so the reach was estimated at 0.8 x 0.5 x [size of the student body].)
Select Unknown if you have no data and no basis for making an estimate. It is preferable to report "unknown" rather than providing an inaccurate estimate.
Select Estimated Count if you had some reasonable basis or data on which to base an estimate. (Example: The school told you that about half of the P.E. teachers implemented the new P.E. policies and about 80% of the students attend P.E., so the reach was estimated at 0.8 x 0.5 x [size of the student body].)
Select Unknown if you have no data and no basis for making an estimate. It is preferable to report "unknown" rather than providing an inaccurate estimate.
NOTE:
SNAP-Ed reporting requires age and sex to be reported in the pictured matrix.
For Extension, age and sex are reported in separate tables. Additionally, age may be reported in specific categories, or as youth and adults totals (see below). If you are reporting totals only, do not report numbers in any of the specific age range fields.
For Extension, age and sex are reported in separate tables. Additionally, age may be reported in specific categories, or as youth and adults totals (see below). If you are reporting totals only, do not report numbers in any of the specific age range fields.
NOTE:
For SNAP-Ed reporting, FNS requires counting
individuals with multiple races in all race categories that apply.
Since individuals may be counted more than once, form validation allows the race total to be equal to or greater than the total participants.
Since individuals may be counted more than once, form validation allows the race total to be equal to or greater than the total participants.
NOTE:
For Extension, NIFA and Civil Rights reporting require counting individuals with multiple races in a separate 2 or more races category.
The Extension demographics form includes a race table with two columns: One Race Only, and 2 or more Races.
