Alpha Kappa Alpha Sorority Users Guide for Chapter Officers ESP Program Reporting and Resources System

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2 The main menu of the contains an introduction to the site with general instructions on entering and printing summary reports of ESP program activities, as well as instructions on how to access ESP Program Resources for each Platform. Page 1

3 To enter ESP program Activities, the authorized Chapter Officer (Chapter Basileus, Chapter Program Chair or Chapter Graduate Advisor) clicks on the Report Entry link on the left menu. A list of all program reports already filed by the chapter will display. The Chapter Officer can enter a new report by clicking on the Add New Report link. The chapter officer cal also Edit, Print or Delete reports already entered. Page 2

4 Upon clicking the Add a new report link, the following entry screen will be displayed. The Chapter office selects a Platform from the drop down box. The Name, Description of the Activity and Activity Date must be entered, along with the name of the Activity Chairman/Contact person. The following fields must also be entered: Number of hours of event Location of activity Total number of Soror Volunteer Hours (enter 0 if not applicable) Total number of Sorors participating (enter 0 if not applicable) Total number on Non-Soror Volunteer Hours (enter 0 if not applicable) Total number of Non-Sorors participating (enter 0 if not applicable) Number of persons attending of receiving services from this activity (enter 0 if not applicable) Page 3

5 By scrolling down the entry screen, the Chapter Officer can enter additional information about the activity: Check YES or NO for Did the Activity receive media attention. If YES is checked, the source of the media attention must be listed. Check YES or NO for Was this a collaborative activity. If YES is checked, the list of partners must be entered. Check YES or NO for Were Materials distributed during this activity. If YES is checked, list the materials. Check YES or NO for Did the chapter evaluate this project. If YES is entered, check the results of the evaluation and enter any comments about the evaluation of the project. Check YES or NO for Did the participants or targeted population evaluate this project. Page 4

6 If YES was answered to participants evaluating the activity, list a description of how the activity was evaluated (e.g. survey, questionnaire, etc.) and check the results of the participants evaluation. You can also enter comments about the participants evaluation. Check YES or NO for Was outside funding received. If YES was checked, enter the amount and source of the outside funding. Check YES or NO for Was there any in-kind Contribution. If YES was checked, enter the type and source of the in-kind contributions. Enter any other comments or information about the activity. When all fields have been completed, click Submit Report. Page 5

7 You will be returned to the Report Entry Screen and the report just submitted will be listed along with any other report. You can Edit, Print or Delete any activity report for you chapter by clicking on the appropriate link next to the activity name and date. Page 6

8 If you click Edit for an Activity Report on the Report Entry main screen, the entry screen will be displayed and you can change any field on the report. Click Submit Report to resubmit the report. Page 7

9 If you click Edit for an Activity Report on the Report Entry main screen, a copy of the report will be printed. It is suggested that you keep a hard copy of every report you submit for your Chapter records. Page 8

10 If a report has been submitted incorrectly and you want to delete the report and enter it again, you can delete an already submitted report. If you click on Delete on the Report Entry main screen. the system will ask you to confirm that you really want to delete the report. Click OK to delete the report. Page 9

11 To print Summary Reports for a number of activities reported by your chapter for a particular Platform, click on Summary Reports on the left menu. The following screen will allow you to enter the criteria for the summary report. Select the Platform you want to run the Summary Reports for. Enter the start and end dates for a date range you want to include on the report. For example, if you enter 01/01/07 01/31/07 for Platform I, the summary report will include any activities your chapter reported with an activity date falling in that date range. You chapter and state will be displayed for informational purposes. Select Summary or Detail for report type. If summary is selected, only fields that can be aggregated for the activities included on the report will be included. If you select Detail, the summary aggregates will be included, as well as detailed information about each activity that met the selection criteria. Page 10

12 This is an example of the Summary Report and includes the summary of the fields that could be aggregated (for the activities that met your selection criteria). Page 11

13 When you select a Detail report, the summary report will be printed (see page above) and the details of each activity included in the report will be listed at the bottom of the report. This page is an example of the information that is included on the detailed section of the report. Page 12

14 To access the Program Resources provided for your use by the International Program Committee, click on the Program Resources link on the left menu. The menu will expand to include links for each Platform. The main Program Resources page includes a graphic describing the Platforms of the International ESP Program. Page 13

15 Click on the specific Platform Resource link on the left menu to display a list of the resources for the platform. This page is a list of resources for Platform I. When you click on one of the resources, the document will open in a new window in a PDF format. If you do not have Adobe Acrobat on your computer to read a PDF file, you can download a copy free of charge by accessing the main ESP Program Reporting and Resources Page and clicking on the Download Adobe icon at the bottom of the page. To access the main page from any of the pages on the site, click on the Alpha Kappa Alpha name at the top of any page. Page 14

16 This is an example of the PDF document that opens when you click on the Platform I Pre-Assessment Survey resource link. You can print the document by clicking on the printer icon at the top left of the document. Page 15

17 This is a list of resources that are currently available for Platform II. It also includes other web resources for esp kids clubs. Page 16

18 This is the resource that is currently available for Platform III. Additional resources may be added to this menu as they are developed by the International Program Committee Page 17

19 There are currently no resources available for Platform IV. Additional resources may be added to this menu as they are developed by the International Program Committee. Page 18

20 This is a list of resources currently available for Platform V. Additional resources may be added to this menu as they are developed by the International Program Committee. Page 19

21 You can click on the Questions and Answers link or the Troubleshooting link on the left menu to request assistance via . Page 20

22 By clicking on the Questions and Answers link on the left menu, the system will open you default program and allow you to submit a question to the International Program Committee. A member of the committee will be reviewing s and will respond to your question as soon as possible. Page 21

23 By clicking on the Troubleshooting link on the left menu, the system will open your default program and allow you to submit a question to the Webmaster. Note: This should only be used if there is an error in entering a report or with the summary reporting program. Use the Questions and Answers described above to submit questions about ESP programs and platforms and the various resources available. The Webmaster cannot answer questions about the ESP program. The Webmaster will be reviewing s and will respond to your question as soon as possible. Page 22