SRAE Online Reporting System
Jump to Useful Tools (Cycle Tracking Log, Demographic Survey, Attendance Log)
What is the online reporting system?
The SRAE online reporting system (ORS) is where you will document information about your SRAE project activities. You will also submit biannual reports through this portal.
Each educator and SRAE coordinator will have a unique log-in to gain access to the ORS. Contact Paula Aiken if you need a log-in created. When you have your log-in, access the ORS portal at this link:
Why should I use the ORS?
Use of the ORS is a requirement of your grant and is critical to performance management. Through the ORS, you and your ACT for Youth support team will be able to monitor progress toward certain goals. The ORS can also help you identify where and how you might be able to improve project effectiveness.
What information is collected?
You will need to document information about each youth programming cycle. A cycle is defined as completing one full set of activities with a unique group of youth participants. This may be an EBP (component 1), an EBP plus adult-supervised activities (components 1 and 2), or a series of adult-supervised activities (component 2). Note that you may have several cycles in progress at the same time.
For each youth program cycle, you'll collect implementation information such as:
- Cycle setting, priority population reached, and dates of implementation
- Participant attendance and demographic characteristics
- Session details, including activities implemented and EBP adaptations
Parenting education activities (component 3) are also recorded in the ORS. You'll record the date, briefly describe the activity, and indicate the number of participants and their demographics.
When do I enter information?
Components 1 and 2: EBPs and Adult-Supervised Activities
Implementation data must be submitted no later than two weeks after the end of a youth programming cycle. The best way to stay current, and keep on track with your goals, is to enter information right after a session. Some information can even be entered when the cycle is planned, before the first session. For example, you can name the cycle, indicate which components (1, 2, or both) will be implemented, and select setting and priority population.
- Tip: Remember to create short but unique cycle names, as you will use these to call up information about the cycle as you progress.
ACT for Youth recommends that information about a cycle be entered into the ORS as soon as the cycle starts. After each session, educators should update information about cycles in progress. Once a cycle is complete, we recommend the project coordinator review the information and then submit the cycle.
Component 3: Parenting Education
Information about parenting education sessions should be entered right after the session is complete, and must be entered no later than two weeks after the session.
How do I record EBP adaptations in the ORS?
If you are implementing Making a Difference or Project AIM, you will use the ORS to record adaptations. Are you recording a modification to content, teaching strategies, and/or implementation? Use the guidelines below when you are entering adaptations into the online reporting system.
What should I review before submitting a cycle?
Reviewing cycle information before submitting it greatly cuts down on errors — and on follow-up emails to you from ACT for Youth! The project coordinator should review each cycle to make sure the correct number of participants and all their demographics are available and that all sessions and details of what happened during each — including EBP adaptations — are recorded.
Educators and project coordinators may find the following optional tools helpful in collecting or documenting information during the course of a cycle.
Cycle Tracking Log (1:21)
Project coordinators may find the optional cycle tracking log a useful tool to keep track of cycles planned, in progress, and completed.
Participant Demographic Survey (4:01)
This brief survey can be distributed to participants to collect information about age (youth only), gender, race, and ethnicity. Adults are also asked their role (parent/caregiver or other adult). Each page in this document can be cut in half to yield two surveys, and the number in the upper right hand corner of each may be used as the participant ID. Though collection of this information is required, use of this tool is optional. Be sure to use the correct version (youth or adult) for your participants.
Collecting Demographic Information via Google Forms
Google Forms offers an alternative to physical copies of demographic surveys. This document walks through the steps necessary for creating and distributing the demographic survey through Google Forms.
Youth Participant Name/ID and Attendance Log (1:05)
This table may be used to connect youth participant names and participant ID (PID), and track attendance for each session. Though collection of this information is required, use of this tool is optional.
Adaptation Notes on Implementation
Because you are required to enter information about adaptations to EBP activities in the ORS, you may want to take notes during an EBP session. To facilitate note-taking, the documents below have notes sections for each activity. Though collection of adaptation information is required, use of these Word documents is optional.