Outcome-Based Management Program

1. Outcome-Based Management Program Data Collection Requirements

2. Data Collection Background • The Outcome-Based Management (OBM) program will require improved and consistent data collection requirements to ensure that quality data is entered on a timely basis Why are we updating the data collection requirements for clubs? • The OBM program will require more numerical data to understand the clubs’ impact on our members • Better data collection may streamline work associated with program reporting (i.e., TEEN Reach, monthly reports) and grant writing Which data collection processes have updated requirements? • Club Attendance Tracking • Selected Program Attendance Tracking • Outcome Measurement Toolkit Administration • Selected Survey and Test Administration Who is responsible for meeting these updated requirements? • All staff will be held accountable for meeting these updated requirements through regular service center oversight and the annual review process You may be meeting some of these requirements, but we need to meet them all to be successful!

3. Data Collection Requirements • The updated data collection requirements encourage consistent data acquisition across clubs These requirements are important because operations will only review data entered in KidTrax

4. Enforcement and Staff Impact • To make sure we meet these new requirements, the service center will monitor clubs’ data on a regular basis and take appropriate actions to ensure data is entered accurately and timely Enforcement Staff Impact Data Collection Process • Reviewed by service center on an on-going basis • Review will ensure: • Data entered on a daily basis • Clubs inputting proper entry and exit times (i.e., not batching) Club Attendance Tracking • These requirements are expected to be met by all staff members and will be a part of the performance review process • Clubs that are not in compliance will have a letter sent to the Club Director and Board President • Staff disciplinary action will be taken for non-compliance in accordance to existing policies and practices • Reviewed by service center on an on-going basis • Review will ensure data entered within two days of program session Selected Program Attendance Tracking • Reviewed by service center after toolkit administration period • Review will ensure that clubs are capturing appropriate % of members Outcome Measurement Toolkit Administration • Reviewed by service center on a quarterly basis • Review will ensure that survey and tests are being administered to all program participants Selected Survey and Test Administration

5. Attendance Tracking Process and Details

6. Club Attendance Tracking (Stand-Alone Clubs) – Suggested Process Responsibility: Front Door Volunteer / Assigned Club Member / Staff Member Frequency: Daily Additional Data Entry Time (Staff): N/A Scanner Available Scan ID card Member has ID Card Enter / Exit Club Scanner Not Available Manual KidTrax scan Scanner Available Option 1: Retrieve backup ID card, scan in Member does not have ID Card Option 2: Manual KidTrax scan Scanner Not Available

7. Club Attendance Tracking (School-Based Clubs) – Suggested Process Responsibility: Front Door Volunteer / Assigned Club Member / Staff Member Frequency: Daily Additional Data Entry Time (Staff): ~10-20 min per day (depends on # of members that attend) Scanner Available Scan ID card Member has ID Card Enter / Exit Club Front door resource enters name and entry / exit time on sign-in sheet Front door resource enters data into KidTrax w/in one day Scanner Not Available Scanner Available Option 1: Retrieve backup ID card, scan in Member does not have ID Card Option 2: Manual KidTrax scan Option 3: Front door resource enters name and entry / exit time on sign-in sheet Front door resource enters data into KidTrax w/in one day Scanner Not Available

8. Club Attendance Tracking – Additional Details

9. Selected Program Attendance Tracking – Suggested Process Responsibility: Program Instructor* Frequency: Up to 2 days after program session Additional Data Entry Time (Staff): ~5-15 min per program session Program Execution Exit Program Enter Program Program Instructor provides pre-populated program attendance sheet to members Member puts check next to name on attendance sheet Program Instructor collects sheets and enters data into KidTrax *This responsibility will be included in Program Instructor goals / performance reviews

10. Selected Program Attendance Tracking – Additional Details

11. Survey and Test Administration Guidelines

12. Outcome Measurement Toolkit – Guidelines Responsibility: Club Director / Program Director / Club Manager / TEEN Reach Coordinator Frequency: 3 times per year (allot ~2 week; must be completed by October 24, January 18, and May 16) Additional Data Entry Time (Staff): ~5 mins per survey when toolkit completed on paper

13. Outcome Measurement Toolkit – Guidelines, Cont’d Responsibility: Club Director / Program Director / Club Manager / TEEN Reach Coordinator Frequency: 3 times per year (allot ~2 week; must be completed by October 24, January 18, and May 16) Additional Data Entry Time (Staff): ~5 mins per survey when toolkit completed on paper

14. Selected Survey and Test Administration – Guidelines Responsibility: Program Instructor Frequency: 2 times per program (during first and last day of instruction) Additional Data Entry Time (Staff): ~5 mins per survey when survey or tests completed on paper

15. Survey Best Practices • There are a number of best practices you can use for administering surveys and tests to members • Prepare all materials prior to the scheduled survey. If using hard copies, keep in mind kids often respond better to surveys printed on colored paper • Leave enough time to set up and arrange the room appropriately prior to the members’ arrival • Introduce yourself to the members as they arrive and give a brief description of your purpose for being there and administering the survey. Sample script: • I am here to ask you to help make our clubs better. The survey your are about to take is being used to get your ideas about our club. It is not a test and there are no right or wrong answers — we want to know what your experiences and opinions are. Take your time and be sure to answer each question based on what you really think. If you don’t understand a question, please raise your hand or come find me and I can help you. The survey should take you only 8 to 10 minutes. (May differ depending on survey length).” • Request that members attempt to answer every question so their opinions and experiences can be included • Let members know you are here to help them if they have any questions • While members are completing the survey, quietly walk around the room (do not hover), answer questions and make sure things are running smoothly • When youth finish the survey, thank them for their time and provide incentives, if appropriate Source: The Colorado Trust, ” Toolkit for Evaluating Positive Youth Development”