Tracking Classes and Events
Information about the number of Master Food Preserver events: (classes, outreach, meetings, and information booths) at the county level is not easily obtained in report format through VMS. The statewide office provides a google form to track and report on this data.
Frequency: Monthly
Tools needed: Google account (use your work address) to access Google Forms and Google Sheets
Bookmark these sites:
- Tracking Entry Form: Where you enter the monthly data in a Google Form, stored in a Google Sheet (similar to an Excel spreadsheet).
- Tracking Data: Where you see the historical results of your entries.
This Google Form and Google Sheets will be shared with Program Coordinators and any volunteers designated by the Program Coordinator to enter the data.
REG Reports
To meet our federal funding requirements, UC Master Food Preservers collect Race, Ethnicity and Gender (REG) data on all events where attendees register and self-identify their REG information.
Contact Reporting Presentation + Links : (presented by MGs)
- Direct YouTube Link (Public): https://youtu.be/b9tbWLpEKUI
- Contact Reporting: Policy Guidance and Best Practices Slides (PPT): https://ucanr.edu/sites/2020MGConference/files/349339.pdf
Pre-registration Events
Here is the information we collect.
Race: American Indian/Alaska Native, Asian, Black/African-American, Native Hawaiian/Other Pacific Islander, White, Two or more races, Other/Not Listed, Prefer not to state
Ethnicity: Hispanic or Latino/a, Not Hispanic or Latino/a, , Prefer not to state
Gender: Woman, Man, Nonbinary, Gender identity not listed, Prefer not to state
Sample Registration Forms
Below are links to sample online and in-person events. All coordinators have access to the registration forms in Sitebuilder's survey tools.
For walk-in participants who do not pre-register, you either collect no information and treat them as if they selected "prefer not to state" for all REG items. Or you can give them an anonymous form to complete and submit in such a way that their anonymity remains intact.
- Sample registration form for online events. (Survey #35461)
- Sample registration form for in-person events. (Survey #35460)
- Sample self-identification form for in-person events.
Non Pre-registration Events
For all other events, such as fairs, information booths, youth events, and helplines, we only track the number of people we made program contact with, nothing else.
Tracking REG/Contact Information in VMS
The statewide office and senior leadership pull our number of contacts from VMS. Please enter the information regularly.
Pre-registration events: We track the total number of registrants and walk-in attendees, even if all pre-registered attendees do not attend. We realize that the REG categories and the VMS Contact Categories do not match. Do the best you can to fit the data, using "Unknown" as needed.
Non pre-registration events: Split the contacts half-and-half between unknown men and unknown women, and add a comment that this is the total count and no gender information was collected.
Sample Excel spreadsheet. If your county director would like more specific information, you can customize this sample spreadsheet to track the actual REG information.