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Auto Calculate Program Activity Demographics

Automatically calculate program activity demographics using site data, survey responses, or youth programming data.

The Auto Calculate feature populates demographic data for a program activity by pulling from available data sources such as site demographics, survey responses, or youth programming data.

1

Navigate to Program Activities

From the PEARS homepage, hover over the Engage menu and click Program Activities.

2

Open the Program Activity

Click the program activity that needs demographic information.

3

Go to Demographics

Click Demographics in the progress panel.

4

Click Auto Calculate

Click the Auto Calculate button. If multiple data sources are available, select the one you want to use.

5

Confirm the calculation

Review the data source and click to confirm. PEARS populates the demographic fields based on the selected source.

6

Save

Click Save and Continue or Save to preserve the calculated demographics.

Data Sources

Site-Wide Demographics

The system multiplies total participants by the demographic percentages assigned to the site. For example, if a site has 200 total participants and 40% are Hispanic/Latino, the calculation yields 80.

TIP: Site demographics auto-calculate is SNAP-Ed specific and is not available for Extension organizations.

Survey Responses

The system totals responses from demographic questions within attached surveys. Unanswered questions are counted as "Unknown."

NOTE: Survey questions must use the correct types (Age, Gender, Ethnicity, Race) to enable auto-calculation. Age classifications are adjusted during calculation — for example, Pre-K becomes "Less than 5 years" and grades 1-12 become "5-17 years."

Youth Programming Data

Data from the Gender and Race & Ethnicity tables within the Youth Programming section are aggregated automatically.

Using Multiple Data Sources

To combine data from multiple surveys:

  1. Auto calculate using the first survey.

  2. Click Auto Calculate again.

  3. Select the second survey.

  4. Check the box: I would like to add new demographic data to existing demographic values instead of replacing them.

  5. Confirm to combine data from both surveys.

NOTE: Report only unique individuals — count each person once regardless of how many times they attended.

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