Division of Agriculture and Natural Resources Programmatic Reporting System

CE Advisors Contacts and Self Assessment

(CASA) Manual

September 2008

DANRIS-X CASA

TABLE OF CONTENTS

INTRODUCTION TO CASA .......................................................................1

LOG ON TO CASA ....................................................................................2

USING CASA .............................................................................................3

DEFINE CLIENTELE GROUPS .................................................................5

ASSIGN CLIENTELE GROUPS...............................................................10

CLIENTELE CONTACTS .........................................................................11

OUTREACH METHODS...........................................................................15

NARRATIVE.............................................................................................18

COUNTY ADMINISTRATIVE SELF-ASSESSMENT................................20

REPORTS ................................................................................................21

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INTRODUCTION TO CASA

Purpose of CASA CASA compiles information required to demonstrate compliance with federal affirmative action regulations for CE programs. Data entered in the system is reviewed by the ANR Affirmative Action Office at the end of each fiscal year, to assess compliance at both the state level and in individual county programs. County advisors, county directors and regional directors may choose to review CASA data on an ongoing basis for program planning and evaluation purposes. Who Reports in CASA All CE county advisors and county directors are required to enter information into their CASA file each fiscal year. Certain non-academic staff who are directly responsible for delivery of educational programs to clientele may, at the discretion of the county director, have a CASA account and enter data in CASA. What Kind of Data goes into CASA Data entered into the CASA system includes information about the county's clientele groups, advisors' program assignments, and actual clientele contacts and outreach methods utilized by the advisors. The data include both numerical and narrative information. County directors who have program assignments in addition to their administrative responsibilities must enter the same kind of data as advisors. All county directors must use CASA to record their end-of year County Administrative Self-Assessment for the county. Under Divisionwide policy, all advisors except those whose only programmatic work is in 4-H Youth Development must identify in CASA at least one clientele group that they work with, and record their actual contacts with their clientele group(s). All advisors, including 4-H Youth Development advisors, must use CASA to record their use of outreach methods and to enter narrative self-assessment information. (Affirmative action data for the 4-H Youth program are collected through a separate reporting system required by USDA; whether 4-H Youth advisors identify clientele groups for the Youth program and record clientele contacts in CASA is a matter of local policy.)

Live Help For questions on affirmative action policies and requirements, contact the ANR Affirmative Action Office (510-987-9345). For information on how to use the CASA application, you can get help from the ANR Office of Program Planning and Evaluation in Oakland (Chris Hanson at 510-987-0628 or Katherine Webb-Martinez 510-987-0029).

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LOG ON TO CASA

To enter DANRIS-X, you can enter by logging on to the UCANR Portal. DANRIS-X will be a link on your web page.

To log into the portal for the first time:

• Go to: https://my.ucanr.org • Click on the 'New user? Forgot your password? Click here' button. • Enter your e-mail address and click the button.

• If your e-mail address is in our system, an e-mail will be sent which contains a link to access the portal. Click on this link to enter the system.

The link will only work one time. If you forget your password again, you will need to re-submit the access request. Once you are in the system, you can view or change your password. If you are NOT in the system, please contact Karl Krist at kakrist@ucdavis.edu or at (530) 297-4441 or Bryon Noel at bjnoel@ucdavis.edu or at (530) 297-4442.

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USING CASA

General Tips • DANRIS-X runs on current versions of the major modern browsers, e.g., Firefox v1.07 and higher, Internet Explorer v6 and higher, Safari v2 and higher

• You move to the different functions in DANRIS-X CASA by clicking the tabs at top of each page

• If you enter or change data, remember to click the “Add…” or “Update…” button before you leave the page; otherwise, your entries/changes will NOT be saved.

• For narrative sections, you can copy and paste from word processing documents in to the text boxes.

• There is a Help button at the top of each page to find more information on the Report functions.

What Do I Do First? The first thing you need to do is to define your clientele group(s). You will report contacts, outreach methods, and self assessment narratives. Click on the link for Define Clientele Groups at the top or bottom of the page and start creating records for your CASA file. Navigating through CASA Click on the links at the top of the screen to choose among the following core functions of the CASA module:

Define Clientele Groups: Allows you to create new clientele groups and/or update the baseline data for clientele groups already established.

Assign Clientele Groups: You use this function to select the clientele groups that you will report contacts for and to enter or revise actual contact data. Clientele Contacts: You use this function to enter or revise clientele contacts for the clientele groups you have assigned to yourself.

Outreach Methods/Self-Assessment: You use this function to keep track of the number of times you use certain outreach methods.

Countywide Self-Assessment: [NOTE: This function is available only to county directors.] County directors should use this function at the end of the reporting year to report compliance status and affirmative action accomplishments for the year. Narrative: You use this function to enter your narrative report of outreach activities.

Reports: You can access any of the following standard CASA reports:

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Baseline Report: Lists all the clientele groups defined by all the advisors in your county and the baseline data recorded for each.

Clientele Groups Report: Shows which clientele group(s) each advisor in your

county has selected for purposes of reporting contacts. Clientele Contacts Report: Displays the actual clientele contact data you have

recorded to date in the reporting year. County directors can view the data for all advisors headquartered in the county.

Outreach Methods/Self-Assessment Report: Displays information you have

recorded to date in the reporting year for outreach methods you’ve used, including any narrative comments you have recorded about your outreach activities. County directors can view such information for all advisors headquartered in the county.

County Director Reports: [NOTE: These reports are available only to county directors.] There are three reports: Compliance Summary, Countywide Narrative, and Narrative Notes. The reports display information the county director has entered in the County Administrative Self-Assessment function, the Affirmative Action Accomplishments for each advisor/program representative in the county, and the Narrative reports on outreach activities recorded by each advisor/program representatives in the county.

Click on the Help button at the top of the screen for on-line help in using CASA. Click on Annual Plan or Annual Report link to enter those DANRIS-X modules. Click on the Change County link to go to your cross county assignment county file. Click on the Logout link in the top right hand corner of window to exit the CASA module.

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DEFINE CLIENTELE GROUPS

General Information In the Define Clientele Group function, you define clientele groups which become part of the “pool” of groups that any advisor in the county may select for the purpose of reporting clientele contacts. You also use this function to record baseline data for clientele groups, and to change or delete clientele groups and baseline data.

When you enter the Define Clientele Group function, you will see a listing of all the existing clientele groups defined by all advisors in your county.

NOTE: It is possible to initially define a clientele group without recording baseline data for the group. You will have to provide the baseline data before the end of the reporting year, but you are not prohibited from reporting contacts with that group in the meantime.

Affirmative Action Office Policy Note: Clientele groups are the recipients of your county program - the groups you are targeting when planning your outreach, the ones you extend knowledge to, the ones who will benefit from your programs. All additions, revisions, or deletions of clientele groups should be approved by your county director.

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Adding Clientele Groups To add a new group, click on the Add Clientele Group link.

You will now see a screen where you will enter the following information for the new clientele group.

Program Area: Select one of the four federally defined Program Areas for this new clientele group from the drop down menu.

Description: Enter your description of this group (up to a maximum of 70 characters). The system will automatically assign the clientele group to your headquarters county, so if you have a cross-county assignment, you may wish to define a separate group for each county -- for example, “Owners/Operators/Managers of Tree Fruit Farms in Shasta County” and “Owners/Operators/Managers of Tree Fruit Farms in Tehama County.” You might wish to define groups covering regional or sub regional geographic areas. This is your option, and should be decided based on your local reporting needs and requirements.

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Affirmative Action Office Policy Note: Clientele group descriptions should be approved by your county director, and should reflect your current program.

Type: Click on the drop down menu to see the list of clientele group types. Select one of the three standard types of clientele groups: Individual, Family, and Organization

NOTE: You cannot change the Type of an existing clientele group if actual contacts are on record for that group (regardless of whether the contacts were entered either by you or by another advisor in the county).

Baseline Data Source: Click on the drop down menu to see the list of commonly used sources and the choice of Other. You must identify your source of baseline data by clicking on one of these choices:

1990 US Census 1992 Ag Census Ag Commissioner’s Pesticide User List Current Year CBEDS (California Basic Education Data Systems) Other: If you select Other, you must make describe the source in the

Comments box.

NOTE: If you are defining a clientele group for which you do not yet have baseline data, you should choose Other and then in the Comments box (see below) enter: “Pending.” Some population data are available on the World Wide Web. You should contact the Affirmative Action Office for additional help in securing baseline data

Comments: Use this box to record any general comments about the clientele group and/or baseline data. If you chose Other in the Source of Baseline Data box, you MUST describe your source here (e.g., personal survey, county statistical data, etc.).

Baseline Data: Enter ethnic and gender baseline data for the clientele group in the appropriate boxes, pressing the <TAB> key or pointing-and-clicking to move through the data fields. You can move backwards by pressing <SHIFT+TAB>.

Racial/ethnic categorization must conform to definitions established by the Office of Management and Budget (OMB) as follows:

1) Black, not of Hispanic Origin. A person having origins in any of the black racial groups of Africa.

2) Hispanic. A person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race.

3) Asian or Pacific Islander. A person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or the Pacific Islands. This area includes, for example, China, Japan, Korea, the Philippine Islands, and Samoa.

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4) American Indian or Alaskan Native. A person having origins in any of the original peoples of North America, and who maintains cultural identification through tribal affiliation or community recognition.

5) White, not of Hispanic Origin. A person having origins in any of the original peoples of Europe, North Africa, or the Middle East.

The three types of clientele group have different requirements for ethnic/gender breakdown as follows:

Individual requires both ethnic and gender data.

Family requires ethnic data only (a family does not have a specific gender).

Organization requires a total number only, without ethnic or gender

breakdowns; this number should be the number of organizations as defined, NOT individuals in those organizations.

When both are applicable, the ethnic total must equal the gender total. If they do not, when you click on the Add Clientele button, you will get an error message and you will need to return to the ethnic/gender boxes to correct your entries.

Click on the Add Clientele button when you have finished entering all the information for this clientele group. Click on the Save and Add New button to save your entries and add another clientele group. Click on the Cancel button to return to the Define Clientele Groups screen without saving your entries. To revise the definition or baseline data for an existing clientele group, click on the clientele group whose information you wish to change in the list displayed on the Define Clientele Groups screen. This will open a new screen that will display the current information for the clientele group you selected. Edit the information as you wish, pressing either the <TAB> key or pointing-and-clicking to move through the data fields. You can move backwards by pressing <SHIFT+TAB>. Click on the Update Clientele button when you have finished making your changes for this group.

NOTE: Although you are not prohibited from changing the “Description” of a clientele group for which you have already recorded contacts, you should only do so if the new definition accurately applies to those past contacts, because the “old” clientele group definition will be lost and any contacts previously associated with it will now show up as contacts with the group as newly defined.

Affirmative Action Office Policy Note: All revisions of clientele groups should be approved by your county director.

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To delete a clientele group, select the clientele group you want to delete by clicking on it in the list on the Define Clientele Groups screen, then click on the Delete button. If the group you have selected has actual contact data (either from you or from another advisor in the county) you will not be able to delete this group and you will see the "Delete not Allowed" box with the message, "Advisor/clientele group associations or actual contacts have been entered for: (clientele group name”).

Affirmative Action Office Policy Note: All deletions of clientele groups should be approved by your county director.

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ASSIGN CLIENTELE GROUPS

General Information After your clientele groups have been defined in the Define Clientele Group function, the Assign Clientele Groups function is where you SELECT, or “assign” clientele groups to yourself for the purpose of reporting clientele contacts. You need to select one or more groups. To assign a clientele group for reporting, click on the Assign Clientele Groups link at the top of the screen. You will then see ALL the clientele groups defined in your county. This will include groups defined by other advisors in the county as well as groups that you defined. Determine which clientele group you wish to assign to yourself and click on “to assign.” You will then see the message “Clientele Group Assigned” above the blue bar and the right hand column will display the word Unassign. The line for the group you have selected will appear shaded indicating it is now assigned to you for reporting contacts. To add another group at this time, click on the Assign link for the additional group you are selecting. To remove your association with a clientele group, go to the Assign Clientele Group function and click on the Unassign link. You will then see the message: Clientele Group Unassigned.” NOTE: If you have previously entered contacts for this clientele group, you will not be able to “Unassign” this group until the contact data is deleted.

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CLIENTELE CONTACTS

Once you have selected your clientele groups, you can report actual contacts. If you have entered contact data, you will see your most recently dated entries and the year-to-date ethnic and gender category and grand totals for these entries. To make a new entry of clientele contacts click on the Add Contacts link. You will now see a screen (see next page) where you will select one of your clientele groups from the drop down menu and enter the contact information for this clientele group. Navigate through the fields by using either the <TAB> or <ENTER> key or by pointing-and-clicking, move through the data.

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Beginning and Ending Dates: Enter the Beginning and Ending Dates for this clientele contacts data. Beginning and ending dates must fall within a quarter: Oct –Dec; Jan-March; April-June; July –Sept. If the Ending Date is in a different quarter than the Beginning Date, you will see an error message that will tell you that beginning and ending dates must fall within the same quarter. You will need to revise either your beginning or ending dates.

If the Ending Date is in a different month than the Beginning Date, you will see an alert message to that effect because it means that you will not be able to get reports of clientele contacts broken down by month

Comments: You may wish to record narrative comments about a particular entry of clientele contacts. Some examples might be “This was the annual Corn Growers Meeting for the tri-county area,” “Made six farm calls this date,” or “Met with Hispanic cotton growers.”

Ethnic and Gender breakdowns: Enter the number of contacts for each ethnic and gender category, as appropriate for the clientele group type. Racial/ethnic categorization must conform with definitions established by the Office of Management and Budget (OMB) as follows:

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1) Black, not of Hispanic Origin. A person having origins in any of the black racial groups of Africa.

2) Hispanic. A person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race.

3) Asian or Pacific Islander. A person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or the Pacific Islands. This area includes, for example, China, Japan, Korea, the Philippine Islands, and Samoa.

4) American Indian or Alaskan Native. A person having origins in any of the original peoples of North America, and who maintains cultural identification through tribal affiliation or community recognition.

5) White, not of Hispanic Origin. A person having origins in any of the original peoples of Europe, North Africa, or the Middle East.

Affirmative Action Policy Note: When reporting the contacts for an audience attending your program-event where not every audience member has self-identified their ethnicity on the sign-in sheet, you must use your best judgment about the ethnic make up the audience. For example, suppose 20 people attend your program event and seven people declined to identify their ethnicity on the sign-in sheet. Of the other 13 people who did, 8 identified themselves as White, 2 as Black and 3 as Hispanic. Using your best judgment, you recall that 4 Blacks, 3 Hispanics, 1 Asian were actually in attendance (with the rest (12) being White)(for a total of 20 people). Therefore, taking your sign-in sheet numbers, of the 8 Whites who self-identified, you would add 4 more to make the 12 Whites that you recalled were in attendance, similarly, you would adjust the other ethnicities’ numbers to conform with your best judgment. You, then, would enter into CASA that 12 Whites, 4 Blacks, 3 Hispanics, and 1 Asian (for a total of 20 people) attended your event.

In a situation where a person indicates on an enrollment, mailing list sign-up or an event sign-in sheet that s/he is of mixed ethnicity, you should enter one contact for each ethnic category indicated. In the above example, for instance, suppose one of the Whites who self-identified on the sign-in sheet indicated on the sign-in sheet that they were part Asian, part White. You would then enter into CASA that 12 Whites, 3 Hispanics and 2 Asians (for a total of 21 people) attended your event.

The three types of clientele groups have different requirements for ethnic/gender breakdown as follows:

Individual requires both ethnic and gender data. Family requires ethnic data only (a family does not have a specific gender). Organization requires a total number only, without ethnic or gender

breakdowns. This number should be the number of contacts with the defined organizations, NOT contacts with the individuals in those organizations.

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When both categories are applicable, the ethnic total must equal the gender total. If they do not, when you click on the Update Contacts button, you will get an error message, "All totals must be equal.”

The Total line at the bottom of the window keeps a running total of all of the entries you’ve made to date for the selected clientele group.

Affirmative Action Office Policy Note: You should record a CONTACT for each meeting with a person that has educational content. Include all individuals who attend meetings or programs, even if they are not part of your defined clientele group. For example, people from other counties or who are not commercial growers may attend a meeting, and should be counted in the total attendance. DO NOT COUNT NEWSLETTER RECIPIENTS OR THOSE WHO RECEIVE INFORMATION VIA MASS MEDIA. You may count telephone conferences with clientele who are known to you in situations where substantive educational content is exchanged. E-mail to a specific individual may be counted as a personal letter. Phone calls to known individuals that have educational content may also be counted as personal contacts. “Hits” on a Web page may not be counted as contacts, but may be reported in the narrative by either an advisor or by the county director.

To make additional clientele contact entries at this time, click on the Save and Add New button. Click on the Cancel button to return to the Clientele Contacts screen without saving your entries. To revise or delete previous entries of clientele contacts, click on the Beginning Date link of the entry you want to change. If you do not see the entry you want in the upper portion of the window, but you see a scroll bar on the right hand edge, click on the scroll bar to see other entries By pressing either the <TAB> or <ENTER> key or by pointing-and-clicking, you can move through the data fields to make your changes. You can move backwards by pressing <SHIFT+TAB>. If you want to revise another entry, click on the Cancel button to return to the Clientele Contacts screen and select the next entry to revise.

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OUTREACH METHODS

General Information All advisors must use this function to record data needed to establish “All Reasonable Effort” (A.R.E.). You must provide this data whether or not you think your program is in parity. Outreach activities encompass those things you do to encourage people to participate in programs. They are not synonymous with program delivery methods.

Affirmative Action Office Policy Note: By the end of the reporting year, you must indicate usage of at least three of the following four outreach methods to demonstrate “All Reasonable Effort.” Documentation by calendar notes, samples of press releases or PSAs must be kept on file for 3 years.

• Mass media - Newspaper articles, radio & TV spots or programs.

• Newsletters - These may be your own newsletter or newsletters edited by others and including articles you have written.

• Personal Letters - Individually addressed letters inviting select people who are not already clientele to participate in a program. E-mail to a specific individual may be counted as a personal letter.

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• Personal Contacts - Face to face meetings with one or more individuals for the purpose of informing them about UCCE programs and encouraging their participation. Phone calls to known individuals that have educational content may also be counted as personal contacts.

Other outreach methods are:

• Community/Commodity Groups

• Joint Activities that resulted in integrated programs

• Membership drive/promotional program to reach minorities or women

• Volunteer recruitment and/or volunteer development/training

• Meeting places selected to encourage minority/female participation

• Other Outreach activities must be associated with program assignments. To proceed, click on the Outreach Methods link. If you have previously made entries, they will be displayed here.

To record entries for the first time, click on the add outreach methods link in the left hand side of the blue bar.

You will now see a screen where you will enter your outreach methods data.

Program Area: Select the appropriate program area from the drop down list.

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Beginning and Ending Dates: Enter the appropriate dates for the entry you are making.

Outreach methods utilized: Enter the number of times you used each outreach

method during the specified time period. To make additional entries of outreach methods/self-assessment, click on the Save and Add New button. To revise an already existing entry of outreach methods, from the Outreach Methods screen, click on the Outreach Method Begin Date for the entry you wish to revised/delete. (If you do not see the entry that you want to change in the window, but you see a scroll bar on the right hand edge, click on the scroll bar to see entries with earlier dates.) You will now see a screen where you will enter your outreach methods data. By pressing either the <TAB> key or by pointing-and-clicking, you can move through the data fields to make your changes. You can move backwards by pressing <SHIFT+TAB. To delete the outreach methods entry, click on the Delete button.

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NARRATIVE

General Information This is your Narrative report of outreach activities. This was formerly entered in Outreach Methods Comment box.

Affirmative Action Office Policy Note: You MUST include in this narrative section descriptions of all:

• Outreach methods that you counted as "Other" in the upper portion of the window.

• Affirmative action training you participated in during this reporting period. • Your affirmative action accomplishments during this reporting period.

You MAY also record additional information, including the following:

• Accommodations, if any, you have made to enable those with disabilities to participate in your program.

• Where you get advice and counsel for developing your program, and whether all segments of your clientele are represented.

• The outcome of any of the outreach methods you used. • Your success stories. • The type of affirmative action training which would interest/benefit you. • Questions, comments or suggestions you want to direct to the DANR Affirmative Action Office.

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To create a new Narrative, click the link Click to create now. You will now see the Narrative add screen, where you can type your narrative text.

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COUNTY ADMINISTRATIVE SELF-ASSESSMENT

General Information The County Administrative Self-Assessment function of CASA is available only to county directors. County directors should use this function at the end of the reporting year to report all information as specified on the screen. Click on the Countywide Assessment to access this function. There are two parts to this window: Advisor/Program Rep Assessment and Countywide Comment. Advisor/Program Rep Assessment Here is where you identify the Advisor/Program Rep whom you want to report on. To do so, click on the name of the advisor/program rep headquartered in your county for which you wish to enter data. The names of the individuals whom you have already reported on will appear shaded. In Compliance? You (the county director) should use this part of the window to indicate whether or not each advisor/program rep is “in compliance.” Click on the Yes or No radio button beside the individual’s name. The compliance status of each advisor/program rep should be determined by reviewing the individual’s CASA reports. Compliance can be achieved through either “Parity” or “All Reasonable Effort.” The individual's Clientele Contact Report will identify in bold any ethnic or gender groups for which contacts are NOT in parity, while the Outreach Methods/Self-Assessment Report contains the information needed to determine “All Reasonable Effort.” You MUST choose either Yes or No for each individual.

County Programmatic Compliance Summary Summarize the status of the advisor or program rep’s program(s), noting whether parity has been achieved or “All Reasonable Effort” has been demonstrated. Affirmative Action Accomplishments Summarize the outreach activities and accomplishments of the advisor/program rep, adding information that you feel should have been included in the individual’s report but was omitted. Also note any affirmative action training the individual has attended. Click on Update Assessment button to save the entry.

Countywide Comments This is a space for you, as the county director, to make comments about the county affirmative action efforts or any topic you wish to bring to the attention of the Affirmative Action Office in conjunction with your report.

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REPORTS

You can view and print any of the following reports in the Reports function:

Baseline Report: Lists all the clientele groups defined by all the advisors in your county and the baseline data recorded for each group.

Clientele Groups Report: Shows which clientele group(s) each advisor in your county has selected for purposes of reporting contacts.

Clientele Contacts Report: Displays the actual clientele contact data you have recorded to date in the reporting year. County directors can view the data for all advisors headquartered in the county.

Outreach Methods/Self-Assessment Report: Displays information you have recorded to date in the reporting year for outreach methods you’ve used, including any narrative comments you have recorded about your outreach activities. County directors can view such information for all advisors headquartered in the county.

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County Director Reports: [NOTE: These reports are available only to County Directors.] There are three reports: Compliance Summary, Countywide Narrative, and Narrative. The reports display information the County Director has entered in the County Administrative Self-Assessment function, the Affirmative Action Accomplishments for each advisor/program representative in the county, and the Narrative reports on outreach activities recorded by each advisor/program representatives in the county.

To view a report, click on the Reports link at the top of the screen. A list of the reports will be displayed. Select the report you wish to view by clicking on the radio button and select the fiscal year from the drop down menu. Then click on the Get Report button. To print a report, click on the browser Print function. This will open a window displaying your specifications for the print job. If you need to change any of the default settings, do so before clicking on OK. If the default settings are correct, click on OK to print the report. To download report data to Excel files, Click on Export to Excel when viewing the report. You can then save the report as an Excel file by using your browser's "File-Save as..." function and choosing the "Microsoft Excel Workbook" option in the "Save as type:" menu To get Help on a specific report, click on Help in the upper right corner of the screen. In the Help system’s Table of Contents, click on the Reports link. Scroll down to the bottom of the page and click on the link for a particular report. You will then see more detailed information on that particular report.

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BASELINE REPORT

General Information This report displays a list of all clientele groups defined by all the advisors in your county and the baseline data recorded for each group. The data are based on advisors' entries in the Define Clientele Group function. The clientele groups are organized by program assignment. Displayed for each group is its Description, Type, and baseline data, broken down by ethnicity and gender where applicable. The Baseline Report provides information on ALL clientele groups identified in your county. If you see a scroll bar on the right hand edge of the window, you can click on the scroll bar to see more of the report. You can also press the <Page Down> and <Page Up> keys to move forward and backward through the report. Finding a Particular Clientele Group If you want to quickly see the baseline data for a particular clientele group, type in the clientele group name and then click on Browser Edit function at the top of the screen. Click on the FIND function from the drop down list. A window will appear. Type the name of the clientele group you wish to find and click on Find Next. The information will be highlighted in the report.

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CLIENTELE GROUP REPORT

General Information This report shows which clientele group(s) you and the other advisors have selected for purposes of reporting contacts. In addition, the Program Assignment and Type of each clientele group is identified. The Clientele Group Report provides information about ALL clientele groups identified in your county If you see a scroll bar on the right hand edge of the window, you can click on the scroll bar to see more of the report. You can also press the <Page Down> and <Page Up> keys to move forward and backward through the report. Report Format Options You can choose to see the information displayed in three alternative sort orders:

• Program Assignment, Employee, Clientele Group

• Program Assignment, Clientele Group, Employee

• Clientele Group, Employee, Program Assignment To choose one of these alternative ways of sorting the information, click on the appropriate radio button, select the fiscal year from the drop down menu, and click on the Get Report button.

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CLIENTELE CONTACT REPORT

General Information This report displays clientele contact data you have recorded to date in the reporting year. The information is compiled from your entries in the Clientele Contacts function. (NOTE: County directors will see data for all advisors headquartered in the county.)

You will see each of your clientele groups listed under each of your program assignments. For each clientele group you will see the total number of contacts you have reported to date broken down, where applicable, by ethnicity and gender (“Actual Total”), and the ethnic and gender percentages (“Actual %”) for your contacts. You will also see the Potential clientele data (baseline ethnic/gender numbers and percents) and the "Parity % Range." Where your actual contact percentages appear in BOLD it means that contacts with that ethnic or gender category are NOT in “parity.” If you see a scroll bar on the right hand edge of the window, you can click on the scroll bar to see more of the report. If the report is large enough, you may need to press the <Page Down> key to see the rest of the report. (Press the <Page Up> key to move backwards through the report).

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Report Format Options The Clientele Contact Report displays data sorted in two sort orders:

Program Assignment, Clientele Group, and Employee Employee, Program Assignment, Clientele Group.]

You can choose from four alternative reporting periods (i.e. levels of aggregation over time): Fiscal Year to Date Quarterly, Monthly Detail (displays each individual entry of contacts with notes). To choose one of these alternative ways of sorting the information, click on the appropriate radio buttons, select the fiscal year from the drop down menu, and click on the Get Report button.

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OUTREACH METHODS/SELF-ASSESSMENT REPORT

General Information This report displays outreach methods data and narrative comments about your outreach activities that you have recorded to date in the reporting year, sorted by program assignment. The information is compiled from your entries in the Outreach Methods function. (NOTE: County directors will see data for all advisors headquartered in the county.)

Report Format Options The Outreach Methods Report displays each individual entry of outreach methods utilized and/or narrative report of outreach activities, and provides numerical summaries for each of the outreach methods. You can choose two alternative reporting formats:

Summary with comments, which displays the numerical data and the narrative comments.

Summary without comments, which displays only the numerical data, not the narrative reports

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To choose one of these alternative ways of sorting the information, click on the appropriate radio buttons, select the fiscal year from the drop down menu, and click on the Get Report button. COUNTY DIRECTOR REPORTS These countywide reports are available only to county directors. The Compliance Summary display shows the narrative entries recorded by the county director under the County Programmatic Compliance Summary and Affirmative Action Accomplishments sections of the County Administrative Self Assessment for each advisor/program rep in the county.

The Countywide Narrative display shows the narrative entry recorded by the county director in the Countywide Comments section of the County Administrative Self-Assessment.

The Narrative display shows the narrative outreach activities reports recorded by each advisor/program representative in the county.

Select the report you wish to view by clicking on the appropriate radio button.