Reports and Records

Please refer to the FNP Reporting Calendar for a checklist of required paperwork and deadlines.

Retention of FNP Records

County reports should be filed by program year.  Reports must be retained for the current program year and the three preceding program years. At that time, they may be disposed of unless the county or state is being audited.

For example:

• Fiscal Year 2012 (Oct. 1, 2011 - Sept. 30, 2012)
• Close file September 30, 2012
• Retain reports in inactive files until September 30, 2015
• Destroy after September 30, 2015
  

FNP Quarterly Programming Summary (Quarterly)

This form identifies groups/agencies where direct education was conducted and eligibility determination. This form should be completed by FNP staff and submitted along with supporting eligibility documentation to the State FNP Office (either mailed to the office or e-mailed to the State FNP Coordinator) by the 15th of the month following the end of each quarter (Jan. 15, April 15, July 15, Oct. 15).

FNP Report of Activities (Quarterly)

This form details the direct and indirect nutrition education activities for the quarter and provides information required for year-end reporting to DHS and FNS. See Supplement D: FNP Report of Activities 2011-2012 for detailed instructions. Submit the completed quarterly report of activities to the State FNP Office (either mailed to the office or e-mailed to the State FNP Coordinator) by the 15th of the month following the end of each quarter (Jan. 15, April 15, July 15, Oct. 15).

Quarterly Program Report (QPR) (Quarterly)

All FNP Extension Agents and Nutrition Education Assistants will submit one QPR per quarter.  QPR is due by the 15th of the month following the end of each quarter (Jan. 15, April 15, July 15, Oct. 15).

• Please note that QPR quarters correlate with the calendar year and do not correspond with FNP quarters.  For example, first quarter QPR is Jan-Mar, which is second quarter for the FNP.
  
• % Extension appointment is based on your total Extension FTE for the year.  If you work part-time as a 70% FNP position, then this would be 70%.  If you hold a joint position, such as 60% FNP and 40% FCS, then this would be 100%.
• Only report direct contacts.
  

Impact Reports (Annually)

Impact Reports highlight quantitative and qualitative program impacts and can enrich meetings with stakeholders, such as county commissioners. 

Impact Reports are posted on the NDSU Extension web site and linked from Food Wi$e. All FNP extension agents are required to submit one Impact Report for their annual performance appraisal. FNP nutrition education assistants are encouraged to submit Impact Reports to highlight their programming efforts.

Impact Reports should be submitted electronically to district directors with a copy to the state FNP coordinator and state FNP program manager.