EEPR Part One

TEXAS A&M AGRILIFE

Excellence in EFNEPProgram Reporting

Updated Fall 2025

EFNEP Reporting Expectations

It is expected that all reporting done in the Expanded Food and Nutrition Education Program be complete, true, and accurate.

• Program data are reported directly to:
• Federal EFNEP office at USDA (WebNEERS)
• Texas Legislatures (TAMED)
• Program data are used to:
• evaluate program effectiveness
• account for how federal funds are managed
• show overall benefit of EFNEP for participants

EFNEP Reporting Documents

Program documents include:

• Adult program: Enrollment or Demographic, and Exit forms, Food Diary, Behavior Questionnaires, Educator Exit form, and Sign-in sheets for attendance verification
• May include a cover sheet when submitted to Agent or LOA - this is at the EFNEP Agents discretion and is different in each county
• Youth program: 4-H group enrollment forms, youth surveys, and attendance verification documents
• Volunteer forms
• Travel records such as mileage logs
• Staff work calendars and time sheets

Every person who attends an EFNEP program should have documents and data entry associated with them. Program records help tell our story!

ADULT PROGRAM REPORTING

Adult Program Sign-in Sheets

A sign-in sheet is required for each lesson taught

Sign-in sheets should include original signatures of participants and phone numbers

This serves as verification or proof the participant attended the lesson

Best practice: double check that everyone has signed in before you leave the lesson

EFNEP Enrollment Form

• Completed at first lesson
• Includes general information about participants and their families
• Helps us determine if the participant is in the EFNEP target audience
• Total household income last month = wages, salaries, social security, welfare, insurance payments, pensions and cash support from others.
• Does NOT include SNAP, WIC or other supplemental food assistance
• Ages of children you care for = 19 years old and under
• Number of other adults = 20 years old and up

EFNEP Demographic Form

• Used for participants who join the class without enough time to be a graduate (HBHM lesson 4 or beyond, CWE lesson 3 or beyond)
• Also used for visitors to the class, even if they only attend once
• It is important that our program received credit for the time our participants receive our services, even if they cannot be fully enrolled or graduate
• Total household income last month = wages, salaries, social security, welfare, insurance payments, pensions and cash support from others.
• Does NOT include SNAP, WIC or other supplemental food assistance
• Ages of children you care for = 19 years old and under
• Number of other adults = 20 years old and up

Importance of Financial Information

Financial information is asked for several times throughout the entry and exit paperwork. This can be a point of pause for participants who are uncomfortable sharing. However, collecting this information is vital for our program. Tips for easing participant doubts:

• Reassure them that their financial information is only used to gauge the success of our program.

• By completing that information, they are helping to ensure that our program, and programs like ours, continue to be available in their community.

• Help them to think through their household income, budget and spending habits by encouraging them to consider all sources of income (jobs, etc.), how often they grocery shop and how much they usually spend including SNAP and WIC benefits, and how often they eat out, etc.

Participation and Media Waiver

• Participants are encouraged to engage in cooking skills, physical activity and there is the potential for photo opportunities.

• Participants should sign the waiver section of the enrollment form if they want to be active with us.

• Educators should keep note if someone does not sign a section of the waiver.

Assistance with Paperwork

• Participants should complete all paperwork in their own handwriting. This is a best practice.

• On occasion, participants might need help from you as the educator. Participants should sign with an original signature indicating assistance was provided, you should also sign as the educator.

Adult Questionnaire

• Should be completed at first and last lesson
• Helps determine if our program has helped participants to change behaviors related to:

• Nutrition
• Food Safety
• Physical Activity
• Food Resource Management

• Food Security

Tips for the Questionnaire

Follow the script in the educator curriculum guide…

Follow

Read the questions and possible answer choices out loud. Don’t do any teaching while participants are completing their paperwork, this can “skew” your results!

Read

If there are questions, refer to the Facilitation Guide available in Teams to answer participant questions.

Respond

EFNEP Food Diary (Recall)

• Completed at first and last lesson
• Helps us determine if our program has helped participants to change behaviors related to:
• Money spent on food
• Physical activity
• Diet Quality (fruit/vegetable intake, whole grains, dairy, solid fats & added sugar)
• A critical piece of information to EFNEP
• How much money did you spend on food last month = includes benefits such as SNAP, WIC and vouchers

Tips for the EFNEP Food Diary

Follow the curriculum script for the food diary and use the multiple pass method

Understand we are working with participants who are experiencing food insecurity- Fewer but larger meals- Perhaps no food reported for a whole day

Don’t use “leading” questions which can lead participants to add or leave off certain foods from their diary

Tips for the EFNEP Food Diary

Memory of foods eaten, and amounts is difficult to recall – take it step by step, don’t forget to ask about condiments, gravy, cream, sugar, etc.

Utilize resources from food recalls kits and allow participants to touch and feel food models, so they can estimate how much they ate

Practice food diary collection on co-workers

Seek additional training

EFNEP Exit Form

• Completed at last lesson
• Includes general information about participants and their families
• Helps us determine how the program helped the participant
• Used to verify when the educator assists with paperwork
• Total household income last month = wages, salaries, social security, welfare, insurance payments, pensions and cash support from others.
• Does NOT include SNAP, WIC or other supplemental food assistance
• Ages of children you care for = 19 years old and under
• Number of other adults = 20 years old and up

Assistance with Paperwork

• Participants should complete all paperwork in their own handwriting. This is a best practice.
• On occasion, participants might need help from you as the educator. Participants should sign with an original signature indicating assistance was provided, you should also sign as the educator.

Direct Data Entry

• Saves time during first and last lesson
• Participants are sent a link to complete - demographic, waiver and questionnaire, ahead of the first and last lesson

Allows adult EFNEP participants to enter their own entry/exit demographic and questionnaire information directly into WebNEERS For more information on Direct Data Collection, email Laura Holt and copy your Agent

• Allows more time for quality food diaries
• Food diaries are still collected in person at first and last lesson

• No app required
• Web based and can be done on any device (computer, tablet or cell phone)

Attendance/Sign-in Sheet

• Required for each lesson
• Should have minimum:
• NEA Name
• Date
• Group Name
• Lesson #(s)
• Teaching Times - Start and Finish
• Original participant signatures

Curriculum = which curriculum was taught? Length = lesson length in hours and minutes (00:15 = 15 minutes, 01:30 = 1 hour and 30 minutes) Date = date lesson was taught

• Be sure to record accurately if doubling up lessons - This requires Agent pre-approval.

Delivery = in-person, virtual, self-paced, phone, recorded

Remember to check all applicable subgroups

• Check with your Agent about Regional (county level) subgroups.
• If participant completes Spanish paperwork, check the Spanish Speaking subgroup.

Was the lesson a makeup lesson? Note: No participant should receive more than 2 make up lessons per series.

Why did the participant exit EFNEP?

• Graduated = completed EFNEP series (at least 6 lessons)
• Staff Vacancy = educator left EFNEP and series was not completed

Every adult who attends an EFNEP class should have this form to be data entered regardless of graduation or other paperwork status.

See next slide

Tracking Technology for WebNEERS

• Accurately record hours/minutes and # of lessons in Synchronous (Live) or Asynchronous (Not live)
• Half of the Total # of lessons (including make-up) must be Synchronous Education
• Self-Guided Modules = NC State University EFNEP – Families Eating Smart and Moving More online curriculum
• Recorded = Recorded lesson of a paraprofessional educator (must have pre-approval from State Office)

Example indicates:

• 6 lessons In Person for 6 hours
• 1 lesson Via Technology for 45 minutes
• 1 lesson Self-Guided Modules (Not live) for 1 hour

Total lessons = 8 Total hours = 7 hours & 45 Minutes

Subgroups: Common Questions

• Multiple Subgroups are often necessary (regional, state and federal)

• Emerging Adults:
• Age 18-24, not pregnant and no children
• Should be selected if adults meets these standards and are being taught using an adult curriculum (HBHM or CWE)

• Create your own subgroups/filters – work with your Agent:
• Useful for breaking down youth by educator
• Subgroup or filter must be created before the class is enrolled in WebNEERS

For more information on subgroups, speak with your Agent.

Make-up Lesson Guidance

• Make-up lessons should be a minimum of 20 minutes long, but 30 minutes is preferred.
• Make-up lessons can be offered in person, virtually, over the phone or by using the North Carolina Online series (work with your Agent).

• No participant should receive more than 2 make-up lessons.
• A participant who receives more than 2 make-up lessons will not count as a graduate.
• Participants requiring more than 2 make-up lessons should be encouraged to join another group.

• Cooking with EFNEP does not allow for make-up lessons due to the structure of the lessons.

• Doubling Up lessons:
• Requires pre-approval from the Agent.
• No participant should receive more than 2 lessons in one day, this includes make-up and doubled- up lessons.

Other Tips for Adult Program Reporting

Always collect paperwork at the first and last lesson, changing when you collect paperwork for the group will alter your results!

If participants come in late to the series, they should complete the paperwork (or Demographic form) at that time

ALWAYS follow the adult program curriculum and scripts as written

Teach lessons in the order they are written

Use the scripts for best practices in data collection

Other Tips for Adult Program Reporting

Data should be accurate to honestly assess the effectiveness of our program; we do not expect ‘perfect’ data, we expect YOU to report the data as it happened

Do not alter paperwork in any way; no white out or scratch-outs on sign-in sheets or on program forms; there should be no need to alter participant records

Data collection can be difficult, especially with large groups, do your best

Participant records must be kept confidential; Keep paperwork secure; Don’t discuss records with anyone other than your Agent