SRAE Online Reporting System

Jump to Useful Tools (Cycle Tracking Log, Demographic Survey, Attendance Log)

What is the online reporting system?

The SRAE online reporting system (ORS) is where you will document information about your SRAE project activities. You will also submit biannual reports through this portal.

Each educator and SRAE coordinator will have a unique log-in to gain access to the ORS. Contact ACT for Youth if you need a log-in created.

Why should I use the ORS?

Use of the ORS is a requirement of your grant and is critical to performance management. Through the ORS, you will be able to monitor progress toward certain goals and identify areas where you might be able to improve project effectiveness.

What information is collected?

You will need to document information about each youth programming cycle. A cycle is defined as completing one full set of activities with a unique group of youth participants. This may be an EBP (component 1), an EBP plus adult-supervised activities (components 1 and 2), or a series of adult-supervised activities (component 2). Note that you may have several cycles in progress at the same time.

For each youth program cycle, you'll collect implementation information such as:

• Cycle setting, priority population reached, and dates of implementation
• Participant attendance and demographic characteristics
• Session details, including activities implemented and EBP adaptations

Parenting education activities (component 3) are also recorded in the ORS. You'll record the date, briefly describe the activity, and indicate the number of participants and their demographics.

When do I enter information?

Components 1 and 2: EBPs and Adult-Supervised Activities

Implementation data must be submitted no later than two weeks after the end of a youth programming cycle. The best way to stay current, and keep on track with your goals, is to enter information on a rolling basis.

• As soon as the cycle is confirmed with the implementation site, enter basic information into the ORS:
  • Program to be implemented
  • Setting
  • Priority population
• As soon as participant information is known, enter it into the ORS.
• Educators: Immediately after each session, update information about the cycle.
• Health Educator Supervisors: As soon as a cycle is complete, review the information and then submit the cycle.

Note that cycle names will be automatically generated based on the information provided.

Component 3: Parenting Education

Information about parenting education sessions should be entered right after the session is complete, and must be entered no later than two weeks after the session.

How do I record EBP adaptations in the ORS?

If you are implementing Making a Difference or Project AIM, you will use the ORS to record adaptations. Are you recording a modification to content, teaching strategies, and/or implementation? Use the guidelines below when you are entering adaptations into the online reporting system.

Useful Tools

Educators and Health Educator Supervisors may find the following optional tools helpful in collecting or documenting information during the course of a cycle.

Cycle Tracking Log

Health Educator Supervisors may find the optional cycle tracking log a useful tool to keep track of cycles planned, in progress, and completed.

Participant Demographic Survey

This brief survey can be distributed to participants to collect information about age (youth only), gender, race, and ethnicity. Adults are also asked their role (parent/caregiver or other adult). Each page in this document can be cut in half to yield two surveys, and the number in the upper right hand corner of each may be used as the participant ID. Though collection of this information is required, use of this tool is optional. Be sure to use the correct version (youth or adult) for your participants.

Collecting Demographic Information via Google Forms

Google Forms offers an alternative to physical copies of demographic surveys. This document walks through the steps necessary for creating and distributing the demographic survey through Google Forms.

Youth Participant Name/ID and Attendance Log

This table may be used to connect youth participant names and participant ID (PID), and track attendance for each session. Though collection of this information is required, use of this tool is optional.

Adaptation Notes on Implementation

Because you are required to enter information about adaptations to EBP activities in the ORS, you may want to take notes during an EBP session. To facilitate note-taking, the documents below have notes sections for each activity. Though collection of adaptation information is required, use of these Word documents is optional.