• Collection Tool for Race, Gender and Ethnicity (go to Qualtrics for your own QR-coded form) - Click here for sample form
  • What is a Contact?
    • A record of educational exchange with clientele
  • What is the purpose of Contacts Collection and Reporting?
    • Extension's interest in reaching under-served audiences
    • Federal mandate to report
    • To review and react to underserved audiences
  • How do you distinguish between educational contacts and business-related contacts?
    • Educational
      • Use of an educational process
        • Consulation
        • Presentation
        • Publication
        • Etc.
      • Use of scientific knowledge
        • From a person
        • Publication
        • Website
        • Etc.
    • Business-related contact
      • Not education in process or contact
        • Inquiries about time and place of events
        • Referrals to other offices
        • Coonfirmation of program registration
        • Request for a consultation
  • Who is required to collect and report contacts?
    • Contacts Collection 
      • All Extension employees
      • All Extension volunteers
    • Contacts Reporting
      • All contacts must be reported
      • How they are reported depends on position
        • All faculty, Research Associates, Program Associated, Program Assistants, regardless of funding source, report
        • Administrative Assistants submit contacts data to Agents
  • Policies and guidelines
    • Report in Faculty Success (Other Instruction) 
    • Multiple contacts with one indiivdual in one day
    • Multiple staff members addressing the same ausience
    • Combining contacts for multiple activities
    • Educational contacts between paid staff and colunteers are counted
    • Business-related contacts are not counted
    • Interal educational contacts can be counted
    • Forms for contacts collection
      • Daily contacts and Travel Log
      • Don't have to use these forms
    • Paper records of contacts kept for 5 years (can be digitally stored)
  • Procedures for collection and reporting
    • Program Participant Self-reporting format
      • Through Qualtrics
      • Paper
    • Method is optional, not required 
      • Preferred method by Federal Government
    • SInce voluntary, may result in poor participation
      • However, still need to record contact of app participants
      • Large amount of non-participation may required observer-collected data, although federal governmenet does not prefer this method
    • Data collected is Race, Gender and Ethnicity
      • Easy to use form, with QR code, in Qualtrics
      • Can be done qickly at beginnign of program
      • Most participants have smart phone
      • Can use paper if people do not have smartphone
    • Attendance log and Qualtrics samples: Click here for information
    • Observer-collected Contacts log here
    • Daily contacts and travel log here
    • Support staff contacts Log here
  • For more information, contact:
    • Your Regional Department Head
    • Your Supervisor
    • Extension DIrector's Office
    • Mary Fran San Soucie, Civil Rights Coordinator