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FAQ regarding Quarterly Effort Reports (QER) and ES237 reporting

How do I decide which program team to use when a program is delivered to youth?

Whenever you deliver a program, think about which team menu the program is posted under and use that program team for your reporting. On the Move to Better Health is listed under Nutrition, Food Safety and Health because it was developed by this team. Living Online and Real Colors are listed under 4-H Youth Development because it was developed by this team.  If you are delivering the program to youth at schools and using the curriculum as designed, then it gets counted in program activities under Nutrition, Food Safety and Health. If you are using some of the materials for a lesson at a 4-H Day Camp (not using the entire program as designed) then it gets counted under 4-H Youth Development.

Scenario 1

Ag in the Classroom Activity

  • 1-hour session per school
  • Event hosted in County A
  • Extension Agents from all counties taught at this event
  • 500 youth participated

350 participants from County A – 320 white - 170 female, 150 male (35 4-H members – 20 female, 15 male) 25 American Indian – 11 female, 14 male (2 female 4-H members), 5 White/Hispanic – 4 female, 1 male

100 from County B – 65 female, 35 male; 100 white (45 4-H members – 30 female, 15 male)

50 from County C – 45 white - 20 female, 25 male (5 male 4-H members), 5 White/Hispanic - 3 female, 2 male (1 female 4-H member)

Frequently asked questions by agents and support staff:

Can all the youth be counted on ES237?

If the session is only one hour for each participant, do not enter on ES237.

What information should County A provide the other counties?

County A would normally provide all of the demographic data from each county to that county for purposes of ES237, but since this was only 1 hour that would not be needed. However, all of the data for the whole event should be shared with the Extension Agents from the counties participating for their QER.

Can County A count all the youth on QER or only those they (agents) directly spoke to?

Since the QER reports asks for face-to-face or other direct contacts, the Extension Agent from County A would count/report only those they had contact with or presented to.

As an agent in County B, can I count all the youth participating or do I only get to count the ones I directly spoke to?

Since the QER reports asks for face-to-face or other direct contacts, the Extension Agent from County B would count/report only those they had contact with or presented to.

If this was an educational program longer in length which would be reported in ES237, the agent in County B would only report the 100 participants from County B, whether or not the County B agent actually presented to the group.


Scenario 2

Youth Activity Day

  • Event lasts 6 hours
  • Broken into 4 mini-sessions
  • 1-hour lunch break
  • County A hosted the event
  • Not all counties had agents attending or presenting
  • 200 youth participated

110 from County A – 100 white - 80 female, 20 male (90 4-H members – 75 female, 15 male), 10 American Indian – 6 female, 4 male (no 4-H members); 2 agents presented a total of 3 mini-sessions

55 from County B – 40 white – 32 female, 9 male (all 4-H members), 10 White/Hispanic – all female (no 4-H members), 5 Black females (all 4-H members); 1 agent attended - did not present

15 from County C – 15 female American Indian (no 4-H members), agent did not attend

15 from County D – 15 female, all white (5 4-H members), 1 agent attended – did not present

5 from County E – 4 female, 1 male, 5 white (all 4-H members); 1 agent presented 2 mini-sessions

Frequently asked questions by agents and support staff:

Many of the same questions as with the Ag in the Classroom event. Here are potential new questions:

The agent in County C that did not attend will want to know what he/she needs to do with the information that County A sent regarding participation of non-4-H members in the event?

Since the QER reports ask for face-to-face or other direct contacts, the Extension Agent from County C would not report any of this data as a program activity or for their QER.

However, for ES237 the Agent in County C will report 15 participants from County C as a group enrollment. Since a variety of topics may have been covered, they may select more than one project area for the group enrollment.

In summary from the example:

QERES237
Two Agents from County A Each agent reports number from the 3 sessions they presented The 110 youth from County A are entered in a group enrollment, subtracting participants already entered in another group enrollment as duplicates.  (net = 100 or less)
Agent from County B Reports nothing The 55 youth from County B are entered in a group enrollment, subtracting all 55 participants as duplicates. (net = 0)
Agent from County C Reports nothing The 15 youth from County C are entered in a group enrollment, subtracting participants already entered in another group enrollment as duplicates.  (net = 15 or less)
Agent from County D Reports nothing The 15 youth from County D are entered in a group enrollment, subtracting 5 participants (4-H members) and any other participants previously entered in another group enrollment as duplicates.  (net = 10 or less)
Agent from County E Agent reports number of participants from the two sessions he/she presented. The 5 youth from County E are entered in a group enrollment, subtracting all 5 participants as duplicates. (net = 0)

 

 

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