Outcome-Based Management Program

Data Collection Requirements – Club Attendance Tracking

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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 for Program Instructors?

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!

*Requirements covered in this guide

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Data Collection Requirements

The updated data collection requirements encourage consistent data acquisition across clubs

Data Collection Process

Process Description

Usage Updated Requirements

Club Attendance Tracking

Tracking member attendance at clubs, including entry and exit times

Used with other metrics to see how club attendance impacts members

Every member must check in and out at front desk to participate in club activities

Club staff must scan members into KidTrax on a daily basis

Club staff must ensure that member entry and exit times are properly inputted into KidTrax

– Batch scanning only should be used in limited circumstances

These requirements are important because operations will only review data entered in KidTrax

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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

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

Enforcement Staff ImpactData 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)

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Club Attendance Tracking (Stand-Alone Clubs) – Suggested Process

Enter /

Exit

Club

Member has ID Card

Member does not have ID

Card

Scan ID card

Option 1: Retrieve backup ID card, scan in

Scanner Available

Scanner Not Available

Scanner Available

Scanner Not Available

Option 2: Manual KidTrax scan

Manual KidTrax scan

Responsibility: Front Door Volunteer / Assigned Club Member / Staff Member

Frequency: Daily

Additional Data Entry Time (Staff): N/A

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Club Attendance Tracking (School-Based Clubs) – Suggested Process

Enter /

Exit

Club

Member has ID Card

Member does not have ID

Card

Scan ID card

Option 1: Retrieve backup ID card, scan in

Scanner Available

Scanner Not Available

Scanner Available

Scanner Not Available

Option 3: Front door resource enters name and entry / exit time on sign-in

sheet

Front door resource enters name and entry /

exit time on sign-in sheet

Front door resource enters data into

KidTrax w/in one day

Front door resource enters data into

KidTrax w/in one day

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)

Option 2: Manual KidTrax scan

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Club Attendance Tracking – Additional Details

Topic Details

Backup / Manual Scans

If a member forgets his or her card and there is immediate access to Trax Attendance Manager, the front door resource should either:

– Scan the member in using a backup ID card

– Perform a manual scan (see Manual Scan instruction guide for further details)

Sign-in Sheets If 1) a member forgets his or her card and there is no immediate access to Trax Attendance Manager, 2) a club does not have an ID scanner, or 3) a large number of members enter the club at one time, the front door resource must record the member’s name and entry / exit times on a sign-in sheet then input that information into KidTrax within a day

All clubs should continue to use sign-in sheets for backup purposes (i.e. KidTrax down)

Data Entry Batching of sign-in sheet information is not permitted at stand-alone clubs, unless emergency situation

– Clubs need to record exact entry and exit times by using ID scan or manual scan Batching of sign-in sheet information is permitted at school-based clubs for members who remain at the site

the entire time the club is open

– Members who enter 30 minutes after the club opens or leave 30 minutes before the club closes must have their times recorded on the sign-in sheet and be entered into the system separately

If KidTrax is down, all clubs are allowed to batch scan entry and exit information if they have followed the existing protocol (e.g., notified the general service center)

Best Practices A volunteer, club member, or staff member should be assigned attendance data entry responsibilities

– Please identify a person who is trained / familiar w/ KidTrax and able to assist others in entering data

Many clubs have created various binders to have backup scanning information for their members

– Clubs can print all member names and barcodes, then keep them at the front desk for scanning

– Clubs can use clear business card pages to store all backup ID cards Need to be diligent about tracking exit times (e.g., one person should be responsible for monitoring when

members exit)

Expectations and Enforcement

Clubs must enter data within a day of attendance and include entry and exit times Data from selected days will be reviewed by service center on an on-going basis This review will look at when and how the data was entered (i.e., were the majority of members were batched)