Data Issues and Solutions

 

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Sometimes you may experience barriers to collecting and entering your data and/or your partners might report some difficulties.  The chart below provides some potential solutions to help you prevent problems and/or address issues that you might encounter.

 

Issue

Possible Solutions/ Strategies

Difficult getting data from instructors

  • Before training, obtain signed statement of understanding (WORD or PDF) from instructor and co-sponsorship agreement (WORD or PDF) from the instructor’s facility
  • Maintain an ongoing relationship with your instructors [See Chapter 2-5 Resources for Retaining and Recognizing Program Personnel for how-to tips]
  • Explain need for data during training and re-emphasize this during post-training follow-up contact
  • Require data prior to certification and at least yearly as condition of recertification
  • Obtain input from non-compliant instructors about what assistance they need
  • Involve experienced trainers and instructors in helping you obtain the data
  • Provide periodic incentives for submitting data to instructors and facilities
  • Report compiled data reports back to instructors and facilities and recognize achievements such as greatest number of new people reached
  • Offer on-line and scannable form options
  • Send warning letter to instructor to revoke certification if data is not sent
  • See Tip Sheet on How to Obtain Reach Data

Instructor doesn’t have authority to provide data and/or the data is compiled by someone else at the facility

  • Before training, obtain signed co-sponsorship agreement (WORD or PDF) from the instructor’s facility
  • Identify a specific contact person within each facility who will handle compiling the data and obtain that person’s contact information.
  • Maintain an ongoing relationship with the partner contact person [Refer to Chapter 1-5 Sustaining the Partnership for tips]
  • Provide incentives for timely reporting of data.  [See Tip Sheet on How to Obtain Reach Data]
  • Feedback data reports and provide recognition to the facility for numbers of people reached
  • Send a warning letter if there is continued failure to comply with the co-sponsorship agreement

Lack of staff to enter

  • Explore using other chapter/ regional  resources
  • Contact the Team Approach Helpdesk:  888-459-2758, Option 2 for technical assistance and training information
  • Encourage use of online and scannable form options

Lack of time to enter

  • Explore using other chapter/ regional resources
  • Contact the Team Approach Helpdesk:  888-459-2758, Option 2 for technical assistance and training information
  • Encourage use of online and scannable form options

Hard to get data and enter on a quarterly basis

  • Quarterly reports are recommended but the bottom-line is to get all of the data in on an annual basis

Concern about names being solicited for fundraising

  • Require the use of the participant release form with a clause that allows the facility to provide the AF with the name
  • Provide the AF’s privacy policy which includes an opt-out option
  • Collect names and zip codes only
  • Can provide option of only providing numbers but this does not help you build a long-term relationship with class participants

Facilities unwilling to give names

  • Require the use of the participant release form with a clause that allows the facility to provide the AF with the name
  • Provide the AF’s privacy policy which includes an opt-out option
  • Provide other options for marketing AF resources to class participants (e.g., arrange for an AF volunteer to visit the class to provide an overview of other AF educational materials and programs; provide pre-stamped postcards so participants can order AF materials, etc.)

Team Approach (TA) issues (not user friendly; lack of training; can't afford network seat)

  • Training is widely available for AF chapters. Chapters can participate at no cost in the Team Approach trainings offered throughout the year
  • Contact the Team Approach Helpdesk:  888-459-2758, Option 2 for technical assistance and training information

Once a week courses don't show up in the standard report

  • Only the evidence-based exercise and aquatic programs (i.e. which meet at least twice a week) are listed in the main report but reports are available listing the once/week classes and other AF programs such as Tai Chi

Must collect different data for other funding sources

  • AF Chapters must collect the minimum amount of data included on the Program Information form and Reach and Capacity Report
  • Contact the Team Approach Helpdesk to determine the feasibility of entering and obtaining reports on any additional requested information

Data comes back from facilities in different format

  • Require the use of the standard Program Information form and Participant release form and document in co-sponsorship agreement (WORD or PDF) before training
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