semiannual grantee report...

Semiannual Grantee Report Instructions – 02.14.2014 of 5

Semiannual Grantee Report Instructions Fostering Futures/Youth Advocacy Grants

All Fostering Futures and Youth Advocacy Grant (State and Local) recipients are expected to complete a

Semiannual Grantee Report on important grant-related program outputs and outcomes. The following

instructions help guide you in completing the Semiannual Grantee Report requirements.

Note: If you received more than one grant, you need to fill out separate Semiannual Grantee Reports for

each grant.

All information should be entered online using the following link:

https://www.surveymonkey.com/s/NCASA_Semiannual_Grantee_Report

While many of the case management reporting software used by CASA programs allow for reporting by

grant/funding source, some do not. If you need assistance setting up tracking by funding source, please

contact your content management system vendor for support.

If your case management software does not track volunteers and children/youth served by a specific

grant or funding source, you can use the “Semiannual Grantee Report Tracking Sheet” to gather

information on the outputs and outcomes described here. Remember that the Semiannual Grantee

Report only includes:

volunteers recruited, trained, sworn-in, and/or activated as part of the grant, using grant funds,

and

children/youth in the targeted age range at the time they are newly matched with a grant-

related volunteer

Once you begin entering information online, there is no way to save your work as you go; you must

enter all the information at one time. We recommend that you complete the attached paper copy of the

report before attempting to enter anything online. This will prevent the loss of any information. We also

recommend thoroughly reading the report instructions before beginning as well.

Please keep the following information in mind when completing the report:

Please only include information on grant-related volunteers and the children/youth they serve.

“Grant-related volunteers” refers to volunteers who were recruited, trained, sworn-in, and/or

activated as a result of the grant. This information is similar to what is reported on your program

six-month report to National CASA, but we are only looking for information on grant-related

volunteers and the children/youth (in the targeted age range) they serve.

If you have existing volunteers who were recruited, trained, or sworn-in before June 1, 2013,

but are participating in the Fostering Futures training and/or taking on a case that qualifies

under the Youth Advocacy grants, they should be tracked and included in the report. But please

do not include any activities that occurred before June 1. If you are using the tracking sheet,

leave fields of any activities happening before June 1, 2013 blank. More specific information on

what to include in each data element can be found below.

https://www.surveymonkey.com/s/NCASA_Semiannual_Grantee_Report


Please only include information for events occurring during the specified six month reporting

period, which are as follows:

Reporting Period Due Date

June 1, 2013 – December 31, 2013 January 15, 2014

January 1, 2014 – June 30, 2014 July 15, 2014

Do not include board members, office volunteers or volunteers acting in a capacity other than

court advocacy for children/youth. Include only children/youth who were assigned to a

volunteer acting in a court-appointed special advocate capacity.

All fields (except for contact information) must be a number/digit, no additional

characters/letters.

If you have any questions about the data you are supposed to enter, please contact National CASA at [email protected].

Program Information 1. Please select the name of your program from the drop down menu below:

Select the name of your program from the drop box below. If you do not see you program in the

drop down list, please contact National CASA at [email protected].

2. Contact Information

Please enter the contact information for the person entering the data whom we can contact if we

have questions, including the person’s title, email and phone.

3. Reporting Period

Please select the period for which you are submitting data.

4. For which type of grant are you reporting?

Please select the type of grant for which you are reporting: Fostering Futures, Youth Advocacy

(State), or Youth Advocacy (Local). If you are the recipient of more than one grant, you need to do

separate reports/entries for each grant.

Fostering Futures Training Information Note: The information on this screen is only to be filled out by Fostering Futures Grantees. If you

selected “Youth Advocacy (State)” or “Youth Advocacy (Local)” for the answer to #4 you will not be

asked to report on the Fostering Futures Training questions.

5. Volunteers Completing Fostering Futures Training

# of volunteers who began Fostering Futures training

Please indicate the number of grant-related volunteers who began and attended at least ONE

Fostering Futures training session during the reporting period.

# of volunteers who completed Fostering Futures training

Please indicate the number of grant-related volunteers who completed all of the Fostering

Futures training requirements during the reporting period.

mailto:[email protected]

mailto:[email protected]


Volunteer Recruitment, Training, Activation, and Retention 6. Volunteer Recruitment

# of grant-related volunteers recruited

Please indicate the number of volunteers that were recruited as a result of the grant during the

reporting period. “Recruited” means that they made initial contact with your program in order to

become a volunteer and showed interest in serving the grant population. They do not have to have

gone on to begin pre-service training.

Fostering Futures Grantees: If you have existing volunteers who were recruited, trained, and sworn-

in before June 1, but want to participate in the Fostering Futures program, please enter their date of

recruitment as the date they began the Fostering Futures training. The pre-service training and

sworn-in dates should not be counted as a part of the grant, and should not be entered into the

tracking sheet.

Youth Advocacy Grantees: If you have existing volunteers who showed interest in taking on another

case with a child who is part of the target population, please do not count them as being recruited

during the reporting period; leave their recruitment date blank if you are using the tracking sheet.

7. Volunteers Completing Pre-service Training

# of grant-related volunteers who began Pre-service Training

Please indicate the number of grant-related volunteers who began and attended attended at

least ONE pre-service training session during the reporting period. If you have existing

volunteers participating in the grant program, who began pre-service training before June 1,

they should not be counted as beginning pre-service training during the reporting period; leave

the date began training blank if you are using the tracking sheet.

# of grant-related volunteers who completed Pre-service Training

Please indicate the number of grant-related volunteers who completed all of the pre-service

training requirements during the reporting period. If you have existing volunteers participating

in the grant program, who completed pre-service training before June 1, they should not be

counted as completing pre-service training during the reporting period; leave their completion

date blank if you are using the tracking sheet.

8. Volunteers Sworn In

# of grant-related volunteers sworn in

Please indicate the number of grant-related volunteers who were sworn in during the reporting

period, including both those who were and were not assigned a case. If you have existing volunteers

participating in the grant program, who were sworn-in before June 1, they should not be counted as

swearing in during the reporting period; leave their sworn-in date blank if you are using the tracking

sheet.

9. Volunteers Activated # of grant-related volunteers activated Please indicate the number of grant-related volunteers who were activated during the reporting

period. “Activated” means that the volunteer was assigned a case during the reporting period,

regardless as to whether or not they were an existing or new volunteer. If you have existing

volunteers who were assigned a case before June 1, they should not be counted as being activated

during the reporting period. If you have existing volunteers who were recruited, trained, and/or


sworn-in before June 1, but are assigned a case that qualifies under the grant, they should still be

tracked on the tracking sheet and counted as being activated during the reporting period.

10. Volunteer Retention

# of grant-related volunteers who were active at any point during the reporting period

Please indicate the number of grant-related volunteers who were active at any point during the

reporting period. “Active” volunteers are volunteers assigned by the court to advocate for a

child as a CASA/GAL volunteer. Please do not count volunteers newly trained or sworn in who

were not assigned a case. Please do not count existing volunteers who were activated before

June 1. Only include those grant-related volunteers – who were actively serving the target

population – at any point during the reporting period.

# of grant-related volunteers who resigned or were terminated

Please indicate the number of grant-related volunteers who resigned or were terminated

during the reporting period. Please do not include volunteers who are taking a break between

cases or awaiting case assignment.

Youth Served 11. Children/Youth Newly Assigned

# of children/youth (not cases) newly assigned to grant-related volunteers

Please indicate the number of children/youth (not cases) in the target population who were newly

assigned to a grant-related volunteer during the reporting period. For Fostering Futures grantees,

the child/youth must be at least 14 years old at the time they are assigned to the volunteer. For

Youth Advocacy grantees, the child/youth must be at least 7 years old at the time they are assigned

to the volunteer. If a child’s/youth’s case was closed and reopened in the same reporting period,

count the child/youth as both a new case and a closed case.

12. Closed Cases

# of children/youth whose case closed

The number of children/youth (not cases) served by grant-related volunteers whose cases were

closed during the reporting period. If a child’s/youth’s case was closed and reopened in the same

reporting period, count the child/youth as both a new case and a closed case.

13. Children/Youth Served

# of children youth (not cases) served by a grant-related volunteer

Please indicate the number of children/youth officially assigned to and served by a grant-related

volunteer during the reporting period. Not those on waiting lists or those served by staff, or other

types of cases.

14. Children/Youth Completing Program Requirements

# of children/youth (not cases) who completed program requirements Please indicate the number of children/youth officially assigned to and served by a grant-related

volunteer who met all three of the following requirements:

the child’s/youth’s case was closed during the reporting period

the child/youth completed the Youth Life Skills Pre-Assessment

the child/youth completed the Youth Life Skills Post-Assessment


We understand that only youth ages 14 and older will fall into this category based on the eligibility

criteria for the Youth Life Skills Assessment.

15. Children/Youth Offending

Please indicate, of the children/youth served by a grant-related volunteer during the reporting

period, the number who:

# of children/youth, served by a grant-related volunteer, with an arrest or delinquent offense The Office of Juvenile Justice and Delinquency Prevention gives the following definitions:

o Arrest is when a child/youth is held in legal custody, either at the scene of a crime or as

a result of investigations. Arrest also can be the result of a complaint filed by a third

party, an outstanding warrant, or a revocation of probation or parole.

o Delinquent offense is an act committed by a juvenile that would be criminal if

committed by an adult. The juvenile court has jurisdiction over delinquent acts.

Delinquent acts include crimes against persons, crimes against property, drug offenses

and crimes against public order. Please report both charges and adjudications of

delinquent offenses.

# of children/youth, served by a grant-related volunteer, who were committed to a juvenile detention facility The Office of Juvenile Justice and Delinquency Prevention defines juvenile detention facilities as

secure public or private facilities designed to physically restrict the movements and activities of

juveniles after adjudication and disposition of a delinquent offense.

# of children/youth, served by a grant-related volunteer, who were sentenced to adult prison

# of children/youth, served by a grant-related volunteer, who received another sentence

16. Grade Promotion – Only to be reported on the January – June report

# of children/youth, served by a grant-related volunteer, promoted to next grade level

Please indicate, of the children/youth served by a grant-related volunteer during the reporting

period, the number of children/youth who were/are to be promoted to the next grade level.

NCASA Semiannual Grantee ReportNCASA Semiannual Grantee ReportNCASA Semiannual Grantee ReportNCASA Semiannual Grantee Report

Welcome to the Fostering Futures and Youth Advocacy grantee reporting feature! Once you begin entering information here, there is no way to save your work as you go; you must enter all the information at one time. We recommend that you complete the report on paper before attempting to enter it online. This will prevent the loss of any information. We also recommend reading the reporting instructions available on the NCASA website before beginning as well. These instructions detail exactly what information we are looking for you to report.

Please keep the following information in mind when completing the report:

l Please only include information on grantrelated volunteers and the children/youth they serve. “Grantrelated volunteers” refers to volunteers who were recruited, trained, swornin, and/or activated as a result of the grant. Similar information is reported on your program sixmonth report to National CASA, but we are only looking for information on grantrelated volunteers and the youth (age 717) they serve.

l If you have existing volunteers who were recruited, trained, or swornin before June 1, 2013, but are participating in the Fostering Futures training and/or taking on a case that qualifies under the Youth Advocacy grant, they can be tracked and included in the report. But please do not include any activities that occurred before June 1.

l Please only include information for events occurring during the specified sixmonth reporting period. l Do not include board members, office volunteers or volunteers acting in a capacity other than court advocacy for children. Include only

youth who were assigned to a volunteer acting in a courtappointed special advocate capacity. l All fields (other than contact information) must be a number/digit, no additional letters/characters. l All fields are required.

If you have any questions about the information you are to enter, please contact NCASA at [email protected].

If you have any technical problems with Survey Monkey, please contact our evaluation partner, Sarah Catherine Williams of Child Trends, at [email protected].

If you are ready to begin entering information, please select “Next.”

Introduction


1. Please select the name of your program from the drop down menu below:

2. Contact Information

3. Reporting Period

4. For which type of grant are you reporting?

Program Information

6

Name

Title

Email Address

Phone

June 1, 2013 – December 31, 2013

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January 1, 2014 – June 30, 2014

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Fostering Futures

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Youth Advocacy (State)

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Youth Advocacy (Local)

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5. Volunteers Completing Fostering Futures Training

Fostering Futures Training Information

# of volunteers who began Fostering Futures training

# of volunteers who completed Fostering Futures training


6. Volunteer Recruitment

7. Volunteers Completing Preservice Training

8. Volunteers Sworn In

9. Volunteers Activated

10. Volunteer Retention

Volunteer Recruitment, Training, Activation and Retention

# of grantrelated volunteers recruited

# of grantrelated volunteers who began Preservice Training

# of grantrelated volunteers who completed Preservice Training

# of grantrelated volunteers sworn in

# of grantrelated volunteers activated

# of grantrelated volunteers who were active at any point during the reporting period

# of grantrelated volunteers who resigned or were terminated


11. Children/Youth Newly Assigned

12. Closed Cases

13. Youth Served

14. Youth Completing Program Requirements

15. Youth Offending

16. Grade Promotion – Only to be reported for the January – June reports

Youth Served

# of children/youth (not cases) newly assigned to grantrelated volunteers

# of children/youth (not cases), served by a grantrelated volunteer, whose case closed

# of children/youth (not cases) served by a grantrelated volunteer

# of children/youth (not cases) who completed program requirements

# of children/youth served by a grantrelated volunteer, with an arrest or delinquent offense

# of children/youth served by a grantrelated volunteer, who were committed to a juvenile detention facility

# of children/youth served by a grantrelated volunteer, who were sentenced to adult prison

# of children/youth served by a grantrelated volunteer, who received another sentence

# of children/youth, served by a grantrelated volunteer, promoted to next grade level


Thank you for taking the time to complete the Grantee Report. Best of luck with your program’s advocacy and mentoring efforts!

Thank You!!

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