NUTRITION EDUCATION EVALUATION AND REPORTING SYSTEM REPORTS (NEERS) USDA Economic Research Service has developed a reporting system to analyze and document the effectiveness of nutrition education. Copies of some Web NEERS reports (marked with asterisks) need to be printed and kept in the family s folder. Information needs to be entered and reported through the NEERS computer program. Kentucky NEP requires additional forms and reports for assistants and supervising agents. All forms and current instructions for completing both the federal and state forms are located on the NEP Web site. To find the site, go to the internal agent information site at: http://www2.ca.uky.edu/hes/internal/agentinfo.php. Log in with your Link Blue ID and click on: NEP Paraprofessional Resources, then under Data and Reports. At the beginning of each new reporting year, (October 1) instructions are issued from the state NEP office. The instructions and procedures can be found at: http://www2.ca.uky.edu/hes/internal/nepdata.php Click Data and Reports and then: Web-based Nutrition Education Evaluation and Reporting System (WebNEERS) Quarterly Reports Quarterly Reports are due according to the federal fiscal year as listed below, not the calendar year. Assistants are encouraged to schedule a meeting with the supervising agent before sending the Quarterly NEERS reports to the NEP state office. This is an excellent opportunity for the supervising agent and the assistant to review the goals and objectives for the year as well. Please note, each Quarterly Report is cumulative of the previous quarter (s). For example, the Third Quarter includes the data from the first and second quarters. First Quarter October 1 December 31 January15 Second Quarter January 1 March 31 April 15 Third Quarter April 1 June 30 July 15 End-of-the-Year July 1 September 30 October 15 All Paraprofessional Web NEERS and KERS data must be entered by September 30. The following documents can also be found under the Data and Reports section. Quarterly Report Procedures Web NEERS Quarterly Report Checklist and Instruction Web NEERS Start New Reporting Year Instruction End of Year Additional Instructions
Web NEERS Reporting System Data Entry Forms These reports are found on the computer, and those marked with asterisks are placed in family folder. All of the following are part of the quarterly and year-end reports that are required by Federal NEP. Kentucky Reports Client Enrollment Form ** Client 24-Hour Recall Form ** Behavior Checklist Form** Additional Behavior Checklist Questions Form ** Volunteer Enrollment Form Youth Group Enrollment Form Spanish Enrollment Forms The reports below are specific to programs done in Kentucky. The checklist goes into the family folder, whereas the other reports can be sent in as the program is completed. These forms are located at: http://www2.ca.uky.edu/hes/internal/nepdata.php They are listed under: Data and Reports then Report Forms. Checklist for NEP Lessons (PDF file) ** Youth Evaluation Summary (PDF file) Garden Survey Form (PDF file) Evaluation and Accountability Forms These forms are used by agents and assistants to determine the direction and success of the county program, and provide accountability. Paraprofessional Goals and Objectives (PDF file) Minimum Performance Standards to Meet EFNEP Guidelines (PDF file) Performance Evaluation (PDF file) Weekly Schedule (PDF file) NEP Impact Statement (Word Document) Home Visit Observation Report (PDF file) 2
Procedure for Closing NEP in a County To be used if a county no longer has an NEP assistant 1. NEP program families, youth, and volunteers need to be notified that the position has been closed for now. 2. Transfer any: Homemaker Clubs to the FCS Agent 4-H NEP Clubs to the 4-H Agent 3. Web NEERS Reports need to be updated and completed. Graduate as many families as can be reasonably justified with second food recalls and behavior checklists. Remaining families need to be terminated due to staff vacancy (transfer to partner NEP Assistant if possible). Youth groups need to be updated or hand deleted if they did not meet the 6 hour requirement. Volunteers and hours need to be updated or hand deleted if not worked with since July 1. Update staff hours. (all paid hours) 4. Follow the End-of the Year instructions found on the NEP website to submit ending NEERS data. Send the Goals and Objective Worksheet to: Debra Cotterill 1 Quality Street Suite 692 Lexington, KY 40507 Leave a hard copy of the report with County Supervising Agent 5. If it is determined that the position will not be filled in the near future, make arrangements for materials purchased by NEP to be returned to the state NEP office. 3
Kentucky Extension Reporting System (KERS) Reports Report forms required by the University of Kentucky can be located on the College of Agriculture internal page, www.ca.uky.edu/internal/. There will be a link to UK Administrative Forms. Required forms include: Bi-Pay Impak Monthly Statistical, Service log, Meeting and Activities and Monthly Expensesenter via KERS http://www.ca.uky.edu/kers) Travel Request Travel Expense Vouchers SNAP NEP Assistants must also report SNAP contacts in KERS Success Stories (2 required per year) A Success Story is an opportunity for the NEP assistant to share a lesson, teaching technique, event, activity, or partnership that reflects the program in your county and may create opportunities for other assistants. Success Stories should be included in the quarterly Web NEERS report sent to the state NEP office. A copy of the Success Story should, also be sent to the Awards Chair for the Kentucky Extension Association of Family and Consumer Sciences, who will select an outstanding Extension Assistant each year. Assistants should work with their supervising agent to complete this entry. Additional information is required. Success stories are due to the state office by September 30. How to Write a Success Story for Extension Programs can be found at: http://www2.ca.uky.edu/index_n.php?cx=003398099011942252124%3agmpps7ysdwm&cof=f ORID%3A11&siteurl=www2.ca.uky.edu%2F&ref=&ss=208j25472j4&q=success+story 4
NEP Reports Summary Chart RECORD/REPORT INSTRUCTIONS DATE DUE KERS REPORTS Bi-Pay Impak Monthly Statistical (KERS) Travel Voucher Monthly Expense Summary Signed, + Monthly Expense Summary Long format + Meetings and Activities Log Web NEERS - FEDERAL REPORTS 1 copy - DD 1 copy - County Office Original - Campus EFNEP Code 261 SNAP-Ed 262 Original to Mary Santana 1 copy - County Office 1 copy of each report to Mary Santana 1 copy - County Office Bi-weekly 5th of each month 5th of each month 5th of each month w/ Travel Voucher RETENTION in County Office 1 year past 1 year past Family Record Food Recall NEERS Checklist A and NEERS Checklist B 1 copy - Computer 1 copy - Family File 1 copy - Computer 1 copy - Family File 1 copy - Computer 1 copy - Family File At enrollment + after 6 lessons + at graduation At enrollment + after 6 lessons + at graduation At enrollment + after 6 lessons + at graduation Hard copy and disk Hard copy and disk Hard copy and disk Core Curriculum Checklist 1 copy - Family File As Completed Volunteer Report Computer Quarterly: hour + name update 4-H Group Enrollment Computer NEERS Year-end Report Youth Evaluation Summary Computer NEERS Year-end Report Interagency Cooperation Computer NEERS Year-end Report Web NEERS Quarterly Reports NEERS Year-end Reports (Data from July 1-Sept. 30) Supervising Agent + Debra Cotterill Supervising Agent + Debra Cotterill 15th of, January, April,July & October Sept. 30 current year Hard copy Keep in office 5
OTHER FORMS & REPORTS Weekly Schedule Supervising Agent Monday Morning 1 year past County Absence Record (For travel outside County and all leave) 1 copy - County Office As required 1 year past Garden Survey Success Stories- 2 per year EVALUATION Worksheet - Assistant Goals and Objectives Assistant Performance Evaluation REPORTS IN FAMILY FILE Family Record Food Recall Checklist For Lessons NEERS Behavior Checklist A NEERS Behavior Checklist B 1 copy - County 1 copy state office 1 copy - KEAFCS Awards chair 1 copy Debra Cotterill Evaluation - Quarterly w/supervising Agent 1 copy - DD 1 copy Debra Cotterill 1 copy - Supervising Agent 1 copy - NEP Assistant 1 copy DD 1 copy Debra Cotterill Original Dr. Ann Vail October 1 September 30 15th of October, January, April, July (End of Year) Due -October 15 th to DD and State office. Approved and given back for NEP signature October 30. Original signed due to NEP office by November 15. 1 year 3 years Address for the NEP State Office: One Quality Street Suite 692 Lexington, KY 40507-1461 (859)257-2948 Educational programs of Kentucky Cooperative Extension serve all people regardless of race, color, age, sex, religion, disability, or national origin. 6