HomeMy WebLinkAboutExhibit 5NftF-r
ATTACHMENT C:
Reporting Requirements
Citv of Miami Office of the Mavor Page 27 of 33
Attachment C
Programmatic Data Reporting Requirements
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The Provider shall submit to The Children's Trust individual participant demographics, attendance, and
outcome data, as noted in the Scope of Service (Attachment A). Reporting will include direct submission of
information into the electronic web -based reporting application (Data Tracker), as well as standard paper
reports, as noted below.
DEMOGRAPHICS ATTENDANCE and ORAL READING FLUENCY TEST (requires attendance at training and
user login)
Scores for the Oral Reading Fluency test and any other required assessment shall be entered in Data
Tracker by the fifteenth (15th) day of the month following the end of the month in which the tests were
administered, exclusive of legal holidays or weekends.
Programs with 3 or more contacts with the same children and/or parents will enter:
• Participant Demographics (including all the items noted below), shall be entered within seven (7)
days of entry into the program. All participant demographics shall be updated on an ongoing basis
if and when new information is collected.
• Participant Attendance shall be entered by the fifteenth (15th) day of the month following the end
of each month, exclusive of legal holidays or weekends.
Demographics required for child/parent participants with 3 or more contacts:
• Name (last, first, middle initial)
• Parent's name (last, first, middle initial)
• Street Address, City, and Zip Code
• Gender (male, female)
• Date of Birth
• Race (American Indian/Alaska Native, Asian, Black/African American, Pacific Islander, White,
Other)
• Ethnicity (Hispanic, Haitian, Other)
• English proficiency (yes/no)
• Additional/Other language(s) spoken (English, Spanish, Haitian Creole, Other)
• Child's Social Security #
• Child's Miami -Dade County Public Schools ID Number
• Child's Current Grade Level
• Child's Current School
• Health Insurance (yes/no)
• Does child have a disability? (yes/no)
• Documentation of disability (Individualized Family Service Plan, Individualized Education Plan,
Section 504 Plan, Medical diagnosis, Other)
• If disabled, what type? [Autism Spectrum Disorders, Chronic Medical Condition, Developmental
Delay, Emotional and/or Behavioral Disorder, Hearing Impairment (or deaf), Intellectual Disability
(or mental retardation), Learning Disability, Physical Disability, Speech/Language Impairment,
Visual Impairment (or blind), Other]
• Is participant involved with (Optional Field):
o Dependency system (e.g., DCF, Our Kids, full case management agencies, dependency &
family courts)
o Delinquency system (e.g., D33, Juvenile Services Department, diversion/Civil Citation
programs)
• Voluntary Consent Responses (Photography Y/N, Mailing List Y/N, Communication Y/N, and Release
& Waiver Y/N)
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OUTCOMES & NARRATIVE REPORTS (Paper Reporting - Excel and Word Documents) S.JW—T
• Outcomes Measurement and Results (Excel spreadsheet reports customized for each
program/provider, based on current contract scope of service)—due according to the reporting
schedule below.
• Quarterly Program Narrative Report (using standard Word document format provided by The Trust)
captures a BRIEF report of successes, challenges and supports needed—due quarterly by the 15th
of the month following the end of the quarter. In addition, volunteer hours, number of accidents
and incidents will be reported.
The provider shall create and/or update annually their agency and program profiles in the Community
Resource Directory maintained by Switchboard of Miami to facilitate referrals to Children's Trust -funded
services. Evidence that the profile(s) have been created or updated must be provided to the Program
Coordinator within 30 days of execution of this contract.
Out of School Reporting Due Dates
SCHOOL YEAR 2008-2009
October 15, 2008*
1. Outcome Report (Excel) (Number of school year pre- and post-tests administered through 9/30/08)
2. Narrative Report (Word)
January 15, 2009*
1. Outcomes Results (Excel) (Any additional pre-tests and all mid -point and post- tests administered
through 12/31/08)
2. Narrative Report (Word)
April 15, 2009*
1. Narrative (Word)
2. Satisfaction Survey Results (Excel)
June 15, 2009*
1. Outcome Results (Excel) (Any additional school year pre-tests and all post-tests administered
through May 31, 2009)
2. Narrative Report (Word)
SUMMER CAMP 2009
September 15, 2009*
1. Summer Outcome spreadsheet report (Excel) (Pre- and post-tests administered for summer camp
2009)
2. Summer Narrative report (Word)
3. Satisfaction Survey (Excel)
*If the 15th falls on a weekend/ holiday, then reports are due the following business day.
^ Post-tests are to be administered to participants who withdraw from the program with prior
notice during the year if thirty (30) or more calendar days have passed from the pre- or
midpoint -test date.
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