- Do we have to reassess the same people who have already been assessed, or is just cumulative over time.
- On the 2nd page of the report forms for individual and population-based strategies/programs, what are the unknown categories under each race and ethnicity for? Don't all unknowns simply go under the general category of "unknown" for race, ethnicity, age and gender?
- How do you use the census spreadsheet?
- On the "tic" sheet, there is no way to determine which race and ethnicity to use for each age group or gender and vice versa. What should we do?
- The program we offer to parents includes child care. Would we need to count the age, gender, race and ethnicity of the children in childcare as well as the parents in the program? The child care is paid for out of our New Directions funding.
- How do I count interactions that are not face-to-face such as phone conversations and email discussion boards?
- In what situation might I count someone twice?
- When we collect data on any of the provided data collection forms, do we need to keep the forms for any reason after we record the data and send it in with our report?
- As I meet with other community service providers, do I collect the race, ethnic, age and gender data from them?
As stated in the training manual (pg. 3 of the Info Manual section) under Number Served, ADAP is seeking an unduplicated count of the people you are serving. Going hand in hand with this concept, we do not need the race, ethnic, age or gender data on people you have already reported for a specific program. If someone attends more than one of your projects, then you would need to submit the individual's data for each of your projects in which they participate.
On the2nd page of the report forms for individual and population-based strategies/programs, what are the unknown categories under each race and ethnicity for? Don't all unknowns simply go under the general category of "unknown" for race, ethnicity, age and gender?
When you try to get race, ethnic, gender or age data from people in meetings or program participants, you may get any combination of data per person. The "unknown" under each race/ethnicity category covers those who tell you their age, race or ethnicity but not their gender.
When using the sheet to collect data on who attends a large group meeting (also known as the "tic" sheet), you will not be able to provide cross referenced data to us. In some cases, you may need to submit race and ethnicity as unknown.
The program we offer to parents includes child care. Would we need to count the age, gender, race and ethnicity of the children in childcare as well as the parents in the program? The child care is paid for out of our New Directions funding.
Childcare is an incentive for parental involvement. Therefore, the children should not be counted as participants of the program. If they actively participate, as some programs have them do, they should be counted at that time. If childcare is part of the implementation of the program, be sure to include it as an item in the program's budget.
In general, you do not have to count these contacts unless they are specific to the activities listed on your implementation plan. For example, if you are working on an ADAP-funded activity like a conference call about coalition development, then you can just count the total number of people on the call and put the rest as unknown. In other situations, you probably won't need to count these contacts.
If you had someone who participated in more than one program you offer, then they might be counted twice. For example, a parent attends a Nurturing Parents program and likes it so much that they want to attend another program you offer. Then that person would then be counted twice - once for each program they participate in.
This is up to you. You are not required to keep any of the forms after submitting the information in your grant reports. You may want to keep them on hand throughout the grant year in case your grant manager has questions during their review of the information. Be sure not to keep demographic information together with names, addresses, etc. or anything in a manner that can lead to the identification of an individual person.
If you are simply having a conversation with him/her and it is not related to an ADAP-funded project, then you do not need to collect the data. If you are working on a project (remember that coalition development is also a VDH-funded project) and they are a part of it, then you should gather the data if it does not harm your ability to interact with them.