Extension Educator - Data Entry

Entering Data - Extension Educator

Elements Liaisons

"Elements Liaisons" are located in each Area of the state. They have received additional training and are available to assist Educators with questions. Check with your Area Liaisons for help.

  • East
    • Area 7 – Amy Alka, Randolph, Kyli Penrod, Blackford
    • Area 11 – Caroline Everidge, Huntington, Molly Hoag, Wells
  • Central
    • Area 6 – Kayla Wright & Ashley Piland, Marion
    • Area 8 –
  • Northwest
    • Area 9 – Monica Nagele, Montgomery, Open _____
    • Area 10 – Mary Komenas, LaPorte, Jennifer Haynes, Lake
  • Southeast
    • Area 1 – Christopher Fogle, Decatur, Open _____
    • Area 2 – Megan Broughton, Scott, Gina Anderson, Floyd, Lawrence
  • Southwest
    • Area 3 – Valerie Clingerman, Knox, Sara Dzimianski, Perry
    • Area 5 – Jenna Nees, Putnam; Gail Wright, Vigo

Are YOU interested in filling our open spots for Elements Liaison? Talk to your Area Director and let them know you are interested or email COAelements@purdue.edu.

Learning Events & Impact Statements

 service data

Demographic Data Collection

If you prefer to “tally” survey responses, here is an Excel spreadsheet that may be helpful.

Educator Reporting Expectations

Schedule for Reporting

  • 01 Sept is the deadline for the Educator annual review process.
  • Monthly
    • By the 5th business day, report monthly:
      • Communiqué to the Area Director, and
      • LEARNING EVENTS (education programs/workshops delivered to the public in person or via technology) in Elements.
  • As appropriate
    • When data are in hand to report results of program evaluations, outcomes, and impact, enter IMPACT STATEMENTS (narratives sharing the success of a program) in Elements.

Targeted Set of Metrics in Elements

  • The totality of Educators’ efforts is appreciated, but in Elements, we do not try to capture everything Educators do. The approach is to collect a targeted set of metrics focused on key activities.
  • The communiqué can be more flexible than Elements, with a narrative for documenting progress and activities, and marketing and other activities as needed for Educators.
  • Also, CED administrative tasks will go in the communiqué only, not in Elements.
  • Lastly, please remember that OUTPUTS are the first step. We also need to report OUTCOMES and IMPACTS which are the most important information we share.

Monthly Communique or Elements?

  • Educators do both each month.
  • Use the communiqué for reporting activities toward your goals.
  • Go to Elements to enter Learning Events each month, and Impact Statements when appropriate.

Program Planning vs. Metrics

  • To compare the Educators' monthly communiqué and Elements, you report progress of your efforts and all that you do in the planning process in the monthly communiqué.
  • Then when you implement your program (Learning Event), you report that in Elements.
  • See this diagram.

Data – Continuous Quality Improvement

The purpose of the continuous quality improvement program for Elements data includes several activities:

  • consistent communication, instructions, and training on how to enter data in Elements,
  • monthly administrative reviews by leadership for Areas and Program Areas, with Educator communication and follow-up for updates/corrections, and
  • monthly and quarterly bulk data review and analysis for issues in entered data, with Educator and leadership communication for updates/corrections,
  • annual audit of data with five Educators.
1. Consistent communication, instructions and tips on how to enter data in Elements
  • Julie Huetteman communicates with ELT and Elements Liaisons as new or updated information is available to keep all informed of the current issues. Area Directors and Program Leaders share information through their communication channels, newsletters and emails. Elements Liaisons also share information with their Areas at meetings and as appropriate.
  • Instruction documents are embedded in Elements on each screen and via Help Tips (question marks by each item). Instruction documents are linked to more specific information and resources.
    Elements help via ZOOM is made available periodically for drop in assistance and for questions and answers.
2. Monthly review by Area Directors and Program Leaders with Educator follow-up
  • Extension leadership reviews the data entered by their staff to check for regular and consistent reporting, and for accuracy and completeness of the data. When Area Directors and Program Leaders find discrepancies, they communicate with Educators to assess the information and work toward improved accuracy as appropriate.
3. Quarterly data analysis for issues in reported data
  • Each quarter, administrative reports are run to assess the data. As issues are identified, communication is shared with the Educators and their Area Directors and Program Leaders for reviewing and making corrections or improvements in the data.
4. Annual audit of data for five Educators
  • Five Educators (one from each District) are randomly selected to show how they documented and tracked the data they entered in Elements.
  • The audit process is a review of the data entered for: 1) Learning Events and 2) Impact Statements.
  • Educators will be asked to share their process for gathering data and the documentation that they have for what they entered into Elements.
  • In May and June, Julie Huetteman, will communicate with five Educators and their Area Directors and Program Leaders about scheduling this 1-hour appointment as fits into the Educator calendar in the upcoming months.

Questions? Please email Julie Huetteman, jhuettem@purdue.edu.

Running Reports