# Auto Calculate Program Activity Demographics

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.

{% stepper %}
{% step %}

#### Navigate to Program Activities

From the PEARS homepage, hover over the **Engage** menu and click **Program Activities**.
{% endstep %}

{% step %}

#### Open the Program Activity

Click the program activity that needs demographic information.
{% endstep %}

{% step %}

#### Go to Demographics

Click **Demographics** in the progress panel.
{% endstep %}

{% step %}

#### Click Auto Calculate

Click the **Auto Calculate** button. If multiple data sources are available, select the one you want to use.
{% endstep %}

{% step %}

#### Confirm the calculation

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

{% step %}

#### Save

Click **Save and Continue** or **Save** to preserve the calculated demographics.
{% endstep %}
{% endstepper %}

## 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.

{% hint style="info" %}
**TIP:** Site demographics auto-calculate is SNAP-Ed specific and is not available for Extension organizations.
{% endhint %}

### Survey Responses

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

{% hint style="warning" %}
**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."
{% endhint %}

### 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.

{% hint style="warning" %}
**NOTE:** Report only unique individuals — count each person once regardless of how many times they attended.
{% endhint %}


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