ERS in One Stop Shop
The Extension Reporting System, also known as ERS, is used to gather data to meet Extensions’ various state and federal reporting requirements. Depending on the requirements, the reports are meant to capture a calendar year or a state fiscal year’s worth of data. ERS data is frequently requested by the Governor’s Office, DNER, county commissioners and Congressional offices.
ERS is made of of many components, including contact information, non-degree credit, outcomes and impacts, success stories and others.
Agents report all contacts made with the public and classes that they teach. Both the Contact Information and Non-Degree Credit sections should be filled out monthly once your Plan of Action for the year is approved. Outcomes and Impacts and Success Stories should be entered as the occur. They should be entered at least every six months.
The information that is entered into ERS for your individual and team activities is now automatically included your Individual Plan of Action Year End Report. It’s important that you enter your ERS data because this information will be evaluated as part of your performance appraisal process.
It is very important for ERS data to be entered on a timely basis to ensure that the reports are accurate. The end of year reporting must be done prior to the close that that year in order for the it to be counted.
Entering Contact Information in ERS
- Each month, you will need to enter the number of contacts that you make with the public.
- To enter this information, go to the Contact Information Section of ERS and click the Add New Contact Information icon that has a green plus sign
- Near the top you will see the objectives from your approved Individual Plan of Action listed in a drop down box.
- For each objective, select it from the box, select the month that you are reporting on and enter the number of contacts made for each group listed
- Note that you can “duplicate” contacts. If you met with Joe on two occasions during the month, that is two contacts
- Known Non Face-to-Face contacts should include contacts made via telephone calls, newsletters sent, e-mail, fact sheets, and pamphlets mailed or distributed at conferences
- Do not include mass media contacts such as newspaper articles in this section
Adding Non-Degree Credit data
- Each month, you will need to add information about non-degree training that you sponsor
- To enter this information, click the Add New Non-Degree Credit Record icon represented by a green plus sign in the Non-Degree Credit section of ERS
- The objectives from your approved Individual Plan of Action will be listed in a drop down box.
- After entering the title of the training program, select the type of activity. Many options are listed including meeting, seminar, workshop, demonstration and others.
- Enter the date of the activity and select a Locale — local, state, national or international (if we are asking “What state or country activity occurred, if held off campus?” Why do we need this and if we are going to ask it shouldn’t the state/country be context sensitive?)
- In general, the Schools and Colleges item can be left Agricultural & Life Sciences
- Select your Institutions. NCSU is the default. If your institution is NC A&T, remember to select that from the box.
- Select an appropriate Activity Content Code
- If the activity was held outside of North Carolina, select the appropriate state or country.
- Enter where the activity happened. Most people will select the county where the qualifying activity was held.
- Institutional Role: In general, if you are reporting on this activity, the institutional role is sponsor. The hosted role means that the meeting is at your site and that you sat in whereas the sponsor role is that you provided the instruction.
- Enter the number of people who participated in the activity. You will want to refer to the class roster for this information.
- Enter the number of contact hours if this was a sponsored activity.
- Industry serviced — Select as appropriate
- If this session was a provides professional continuing education hours, other type of certification, or recognized credential, answer the next question YES and enter the estimated number of credits per person in the field to the right Select the main impact of this qualifying program activity.
- Sucesss Stories are written to show a positive impact that occurred as a result of Extension’s educational programs.
- Ideally, Success Stories should be entered as the occur. They should be entered at least every six months.
- To add a Success Story, click the Add New Success Story Record icon represented by a green plus sign in the Success Stories section of ERS.
- It is suggested that Success Stories be prepared in the following format
- a very brief description of the problem
- the participants
- major partners (if applicable)
- program impact or participant response
- a conclusion
- Since Success Stories should be written for an audience that may not be not familiar with Extension, program acronyms should not be used
- In many counties, the County Extension Director would like to review Success Stories before they are submitted in ERS. In these cases, it is recommended that the 150 word success story be prepared in a word processing program such as Microsoft Word, printed out and they submitted to ERS by using copy and paste once the CED has approved the item.
- When entering information for teams, the team leader should enter a success story for a team. Then the team leader needs to be sure to add all of the team members using the green plus sign in the Team Member field. Entering team information in this manner will ensure that the success story is credited to all the members of the team, without duplicating the information entered. This same rule will apply when entering Outcomes and Impacts.