National Youth Sports Program 2007 User Documentation
Contents
1. When the Personnel Type has been selected and the Add button has been clicked a data entry screen will be displayed The fields required for data entry wil vary by personnel t For example no salary data is required for members of the Advisory Committee An e mail address is required for the Project Administrator and Activity Director Required fields marked with an asterisk NOTE Complete and accurate personnel information is critical to communication between the NYSP National Office and NYSP projects Please be sure to enter all data that is requested A sample Staff Information Sheet is included in Appendix B that contains the information required for most personnel entries Projects are encouraged to make copies of this form and distribute it to all staff when hired Collect the information and enter the data in the appropriate records Some personnel screens ask for data in different ways The NYSP Activity for an Auxili Professional or Support staff member is selected from a drop down menu The NYSP Acti lary wy for a Project Aide is entered as a text field In all instances enter the data if available even though the field may not be required Do Not Include The Name of the Institution AND Do Not Abbreviate indicates required fields Type L m NYSP activity E First Meme pe Last Name M1 Title Dr O Me O Rev Professional Position2. SPORTS User Manual 2007 Page 14 The address data included in the database should reflect the location where any information related to NYSP is to be sent For some staff members a business address that is accessible to the staff member all year i e the Project Administrator s office at your institution is the best address to use For others who may only work for NYSP during the summer home address may be preferred addessune2 0 Address Line 2 oty state2p LJ Communication is a key to success in NYSP To facilitate communication please try to enter all information related to each staff member The illustration for phone numbers below is for the Project Administrator and Activity Director the two individuals with whom the National Office will communicate with directi Enter the phone number where the staff member is most likely to be reached during the business day NYSP Phone This could be their direct office line or the phone number for a lerical position working directly for the NYSP staff member The Alternate NYSP Phone is a number where an individual can be reached who would have direct access to the NYSP staff member Again a clerical position in or close to the NYSP office may be appropriate Examples of the Daytime Phone outside of NYSP might be a cell or mobile phone or a phone number at another place of employment for example the NYSP Activity Director works for N
3. Medical Exam Type institutional V Public M private When all information for a child has been entered click on Save Changes at the bottom of the entry screen SPORTS User Manual 2007 Page 39 The data will be displayed for review along with access to additional Fields for Special Usage access the special use fields click on Fields for Special Usage at the bottom of the entry ceps The program includes 25 Fields for Special Usage See previous sections of this manual for Instructions on how to change the label of special fields HINT Avoid using commas in these data fields Exporting data later be complicated by the presence of commas SPORTS User Manual 2007 Page 40 Copying Participants When entering participants in the database you might first do a search for an applicant by last sorted by first name The result of such a search all previous applicants with the last name you selected can assist in data entry You can copy this person from a previous program year to the current year roster by clicking on Copy in the participant s record You can copy multiple participants by clicking on the Copy Multiple Participants selection see istration below The result of this action will be an alphabetical list by last name of all previous NYSP participants Check the participants you want to move to the current year and lick
4. You will receive a confirmation when you submit the Preliminary Attendance Report online Please print a copy of the confirmation for your records NOTE You will not be able to submit the Preliminary Attendance Report unless you have completed the Medical Information section or entered equipment in the Equipment section The Final Attendance Report is due no later than 10 calendar days after the end of your Project This report can be submitted electronically if the participant database has been used attendance for each program day has been entered OR you can submit an alternate version of the report see Appendix D SPORTS User Manual 2007 Page 52 Download and Feedback Menus EZNIZIUNETUUNEUNUTTEUTS The download menu provides access to both program data and documents that are required for the NYSP program The menu also includes items that clarify program requirements and that simplify different aspects of the program A sampling of download items is illustrated below Download amp Export Menu Export Participant Data x Cost Definitions PDE of Pri jal PDI Sample Mayors Lette The menu includes three different types of data documents 1 The first section Data Exports facilitates the downloading of data for either participants or NYSP personnel This is useful for obtaining the data needed to create mailing labels 2 The second section contains an electronic copy of the Off C
5. 5 Blood Pressure Depression Ear Problems Heart Murmur Haria Hyperactivity Obesity Orthopedic SPORTS User Manual 2007 Page 30 The last section of the Medical Information screen asks for the Number of parents notified of pre existing medical conditions and the number of medical follow ups performed Both of these numbers must be obtained from the Medical Coordinator Be sure to click Save before leaving this screen NOTE Both parental notification and medical follow ups are required duties of the Medical Coordinator see NYSP Job Descriptions in the Guidelines rect Costs to be NYSP Funded This is perhaps the most overlooked portion of the software This section in the Application for Participation contained estimates regarding the expenditure of NYSP grant funds In the VRF FRF actual expenditures are entered When you click on Direct Costs to be NYSP Funded the resulting screen shows the amounts Initially entered in the Application for Participation Both the Total column and the Est Total may be identical until such time as actual expenses are entered FETURNTERUNETON WEN ABH The totawing Direct Costs nave been previously entered ELLE dies Fo the Apples fr Pasion Sa sees EU Staff wanas s im Bama ee acua sso azo ses penser am earn tre VEF Gu
6. Information related to nutritional services is also required within the Project Organization section The date format is the same as that required in sections noted previously with drop down menus being available for the type of meal and text entry used to describe the location preparation and service of the meals SPORTS User Manual 2007 Page 11 INUTRITION Dete of asteaten to usna WEST 1st Meal Details 2nd Meal Details 3rd Meal Details at Mos ues E a eaten of mesi emere of aa arma isis sa em Poona ML ananas seen sse sk Be sure to Save data that is entered Community Action Agencies Click on the Community Action Agencies button to enter data related to the Community Action Agency ies that assist your project EEE Project Organization Community Action Agen Personnel Activity Programs Education Programs Direct Costs to be NYSP Funded Institutional Contributions Application Summary Submit Application to NYSC Up to three 3 Community Action Agencies can be submitted using this form although only 2 are displayed on the following page If more than 3 Community Action Agencies assist the program please email the entire list of agencies to the NYSP National Office at gwiedow NYSCorp org SPORTS User Manual 2007 Page 12 Community Ac
7. Application for Participation go to Change Dates in either the Visitation Report Form or Final Report Form to enter the actual dates for your program A listing of all participants in your database will be displayed sorted by group and alphabetized by last name You may choose to Check All participants as being present and then proceed to uncheck those absent or you can Uncheck All and check those that are present Be sure to RRA TUS AE en Changing Special Field Labels feldi Fei Tris Form feld2 Prats Fleses To change field label soloct the felda Bus Route Feld m the bax the nght and type in the label name M feds Fass Special Notes SPORTS User Manual 2007 Page 44 Reports EZEZIZUNZDINICHCISNZINMEM The reports menu provides you with an opportunity to review data that was entered using the Project data entry screens The reports menu is divided into three sections participant reports personnel reports and project reports Participant Reports There are seven 7 report formats that allow you to view data you have entered related to the participants in your program Each report is described below Participant Summary Group Attendance Summary Participant Attendance Summary Export Participant Deta Panicinant Directory Participant Walling List Individual Attenda
8. Copy Participant Maintenanc Add New Appicant to add a new individual for the current year Copy Multiple Participants to copy mutiple participants from previous year oloto Multiple Participants to delete multiple participants from current year Deleting Participants You can delete multiple participants for Instance all applicants who submitted applications but did nat follow through and either obtain a medical examination or attend the program Clicking Delete Multiple Participants will result in an alphabetical listing by last name of all applicants in the current database Check those you wish to delete and click on Delete Selected Participants see illustration below Wilson Gail 2006 Wilson Gail a 1006 Woodcock Romel 2006 Woodroe Wilson 2 2006 Yesh Alissa B 1006 Yukon Jack 1006 Zander Carl 2006 Delete Selected Participants Go Back Medical Assignment Utility Information regarding whether or not a medical exam has been administered free or paid for with NYSP funds and the source of the medical administered by a physician in a public clinic in private practice or employed by your institution is normally entered at the time a child is added to the participant directory However in many cases this information may not be known at the time of data entry or is overlooked in the data entry process The Medical Assignment Utility allows you to view all children entered in the sys
9. Questions and Answers For staff paid by non NYSP funds or for those who volunteers enter the value of their time in the appropriate salary field and enter a zero 0 all other salary fields NYSP Funded salary Non NYS Institutional Salary Non NYSE Public Salary Non NVSP Private Salary Volunteer institutional salary Volunteer Public Salary Volunteer Private Salary Please note that personnel who are not paid by NYSP such as members of the Advisory Committee your Project Administrator and your institution s President or Chancellor are also entered in this section of the database In addition any staff member paid by non NYSP funds who works in your program or who volunteers in your program should be entered in the Personnel section The amount of non NYSP pay and the estimated value of a volunteer s time must be entered in the personnel section if the institution Is to receive credit for these Contributions Volunteers and staff paid by non NYSP funds can also be added after the Application for Participation has been submitted volunteer is any individual who contributes time to NYSP In order to receive credit for a volunteer the program must Enter the person with supportive information address phone numbers gender etc under the appropriate personal category Auxiliary Professional Project Aide or Support in the NYSP database An estimated value for the volunteer s service must be entered in t
10. activity day If you were to click on Search on the screen above you would get an alphabetical listing of all applicants who have been entered in the database sorted by last name If you wanted to find iid named Anderson enter Anderson in the Search String field and select Last Name in the search In field You can have the results of your search sorted by any of the available fields Last Name First Name Zip Cade Age Group or Project Year The result of a search for participants with the last name of Gomez sorted by Year is shown below Adding a New Participant add a new participant simply click on Add New Participant lew Aoplicant to acd e new Individual for the current year Copy Muficle Faricipenss to copy multiple parti ciparts from previous year Delete Mult ple Participante to delete multiple participants trom current year SPORTS User Manual 2007 Page 37 screen similar to the following illustration will appear HOWEVER the 2007 screen will also include a section asking for the ethnicity of the participant PARTICIPANT DIRECTORY indicates reine field Project ID 1085 Shoal 1D Hall State University Project Year 2006 ternos DO emia 7 xaf n meae T ame ror E T Agno Completed cal Fam sme Lives ares storolcaryDeagvanaped P Duc Ner D I D eon paras ware hame Werk ph
11. 1 3030 David ereet Mune ie IN 47902 To save this data select Save As from the File menu Note the location to which you are saving the file Name your file and click Save rs 7 Compute vy aces shorn on Renko hats to Gereral Irto Minimize the screen and open your spreadsheet software Microsoft Excel Go to the File menu and select Open Locate your data file txt fle You may need to change the location the file type i e Text Flles or AI Files erae Sem rx e er mr eet tk db dolet 1 SPORTS User Manual 2007 Page 55 E Dozz d Fasc lus Select the name of the file and click Open Excel will walk you through the export Screens from a Windows version of Excel are displayed on the following pages Be sure Delimited is selected and click on Next ETT tep Lors The Test etd has determined that your dez Deleted chaos Next or choose he cata ype that best cece your data daa type Choose tha lo typ tha bas dosarbos ou dts Characters such es conmas or tabs separate esch fe C are clones n cole wh paces between ea Feld sannta I E 7 gt of Fleer and sng gue pese Weg st
12. Community Action Agencies Personnel Activity Programs Education Programs Direct Costs to be NYSP Funded Institutional Contributions Application Summary Submit Application to NYSC SPORTS User Manual 2007 Page 9 Project Organization Click on Project Organization to enter data concerning the organization of your project Project Organization Community Action Agencies Personnel Activity Programs Education Programs Direct Costs to be NYSP Funded Institutional Contributions Application Summary Submit Applicaton to NSC Each field has a suggested data entry format displayed to the right of the field although some computers may display the format below the field For example the date fields ask for a format in which 2 digits are used to designate the month the day and the year April 9 2007 would be entered as 04 09 07 Application Date mm dd yy Estimated Start Date mm dd yy Estimated End Date mm dd yy Text fields also contain suggested data entry formats Address1 123 Main Street Addes2 Ship City Ship State rv Ship Zip Congress District ind not When entering the shipping address please be sure to enter a street address Post Office Box Delivery services for equipment etc cannot deliver to Post Office Box SPORTS User Manual 2007 Page 10 Some fields con
13. Officer optional Medical Coordinator salary may be paid with non NYSP funds or shared Education Coordinator Alcohol and Other Drug Prevention Specialist optional Professional Staff members at least 30 of your instructional staff must be professionals Instructional staff members are professionals and project aides Project Aides Support staff Computer Specialist optional c Lifeguard only if you offer swimming as an activity If your program has not finished the hiring process prior to the deadline for submitting the Application for Participation enter placeholder information for staff yet to be hired with anticipated salaries included The system will also require data entry in selected fields Enter placeholder information in order to submit the Application and replace this information with actual names addresses telephone numbers etc when the hiring process has been completed SPORTS User Manual 2007 Page 19 The Acti ity Program To enter data related to the Activity Program select Activity Programs from the Application for Participation menu Project Organization Community Action Agencies Personnel Activity Programs Education Programs Direct Costs to be NYSP Funded Institutional Contributions Application Summary Submit Application to NYSC Entering Activity Program data is accomplished by clicking on the Add New button Retin To FuncionMenu C Asanes h The followi
14. SPORTS User Manual 2007 Page 25 comen J Fares O t cape c E 1 Printers LN _ B 1 a E hk 9 5060 rand total 70707 SES imi The illustration at the top of the next page is a representation of the Application Summary screen that is used to display and print a summary of the information entered on the Application for Participation Project Organization Community Action Agencies Personnel Activity Programs Education Programs Direct Costs to be NYSP Funded Institutional Contributions Application Summary Submit Application to NYSC SPORTS User Manual 2007 Page 26 NYSP neural cc Hoe Exc cr UID iem TOTAL S900 COUNT TOTAL G675700 COUNT 49 When you have entered and proofed all required information submit your Application for Participation by clicking on the Submit Application to NYSC button The deadline is April 27 Be sure to print the confirmation screen and save it for future reference Project Organization Community Action Agencies Personnel Activity Programs Education Programs Direct Costs to be NYSP Funded Institutional Contributions Application Summary Submit Application to NYSC S
15. Use the Shift key for capital letters not the Caps Lock key The format for the password is two 2 capital letters followed by two 2 numerals followed by one 1 capital letter then four 4 numerals and ending with one 1 capital letter Programs may use all three data entry User names simultaneously when entering large quantities of data i e initial entry of participants or when entering participant attendance data SPORTS User Manual 2007 Page 5 User names for 2007 are the same as those issued for the 2006 program Please contact the NYSP office 317 727 6447 if you cannot locate your user name and password National Youth Sports Program P NYSE Feedback FAO password Use the NYSC button on the NYSP Page to go to the home page for the National Youth Sports Corporation NYSC The Feedback button is an email ink to the NYSP national office Use the feedback button to report problems with the software The FAQ Frequently Asked Questions button provides a quick reference point when problems with the software occur Check FAQ before submitting a feedback request to determine if the answer to your question is already available online lide here to change your password When you have successfully logged on the following screen will appear NYSP National Youth Sports Program home project data entry participants repo
16. in NYSP is during thelr normal working hours the value of their time is a non NYSP private contribution if they work at your institution and their participation in NYSP is during their normal working hours the contribution is a non NYSP institutional contribution If a person who works for a public or private agency or your institution volunteers to NYSP during their non work hours the value of their time is recorded as a volunteer olunteer private volunteer institutional contribution Example nurse who Works at the local private hospital at night works at NYSP during the day The value of her time is listed as volunteer private Lastly combinations of salary sources are a possibility For example if a policeman works a portion of his or her regular shift with NYSP and returns during non duty hours to volunteer with the program salary data can be entered in both the non NYSP Public and Volunteer Public fields Projects are encouraged to do their best to generate salary data that they can justify during the evaluation visit or during an audit The field titled Salary Paid By is used to clarify the source for salaries entered in the fields Non NYSP Institutional Non NYSP Public and Non NYSP Private Examples would include Office Recreational Sports for a lifeguard paid by Non NYSP Institutional funds or Halstrom Police Department for support of staff members paid by the local law en
17. paid non NYSP funds Credit for their services to the program are documented in the Credits and Contributions sections of the Project Visitation Report Programs are encouraged to develop forms for documenting the contributions of educational speakers see example below Racord af a Contribution to NYSP Educational Speaker Nome me SAMPLE ONLY Agency Agency Address Tope category 1 alcohol Other Drug Abuse Prevention nutrition Disease Prevention and Personal Health carsere sab raszonsiaiiies Higher Education Cl ete Estimated hourly wage amp Hours contributed ta NYSP Total valus NYSP This contribution is classified as institutional Pubie ervate For volunteers and staff paid by non NYSP funds two 2 factors must be considered the amount and the source Determine the amount by taking the person s regular salary and applying it to the number of hours they work with NYSP Determine the source by considering df they work for a tax supported agency such as the police department the fire department city government and their participation in NYSP is during their normal working hours the contribution is a non NYSP public contribution SPORTS User Manual 2007 Page 17 if they work for an agency that does not receive tax support such as the local grocery store private attorney a banker or a beautician and their participation
18. National Youth Sports Program NYSP 2007 User Documentation S P O R T S Sports Program On line Reporting and Tracking System Gale A Wiedow National Program Director Inquiries 317 727 6447 gwiedow NYSCorp org National Youth Sports Program User Manual for Table of Contents Introduction Browser overview Timeline for Completion of Data Entry Technical Assistance Preparing the Application for Participation Project Organization Community Action Agencies Personnel The Activity Program The Education Program Direct Costs to be NYSP Funded Institutional Contributions Application Summary Submitting the Application The Visitation Report Form and Final Report Form Changing Project Organization information Entering or Changing Project Dates Entering Medical Information Entering Actual Expenditures in Direct Costs to be NYSP Funded Entering Contributions to the program in Credits and Contributions Entering Equipment Information 10 12 20 E 2 24 26 27 28 29 29 29 E 32 33 SPORTS User Manual 2007 Page 2 The Participant Database Creating Participant Groups Participant Maintenance Adding a New Participant Copying Participants from the Previous Year Deleting Participants Medical Assignment Utility Group Assignment Utility Printing Daily Attendance Sheets Recording Daily Attendance Special Use Field Labels The Reports Menu Participant Reports Par
19. PORTS User Manual 2007 Page 27 The Visitation Report Form and Final Report Form The Visitation Report Form VRF and the Final Report Form FRF are accessed by selecting project data entry at the top of the screen National Youth Sports Program p n TTT pankipams reports downoad Both the VRF and the FRF contain the same menu items The VRF will remain accessible until the self assessment is submitted After that time only the FRF will be accessible The VRF and the FRF are used to 1 change data entered in the Application for Participation or 2 enter data gathered during the program Data that can be changed include items related to Project Organization Personnel and the Activity or Education programs Data to be entered include the actual Project Dates data related to Medical Information actual expenditures in the program that are Direct Costs to be NYSP Funded actual Contributions and Credits to the program and information related to Equipment Project Maintenance E Visitation E VRF Project Maintenance FRF Project Maintenance Projact Organization Project Organization Projact Datos Project Datos lirforration al nation Personnel Program Education Program Direct Costs to be NYSP Funded Credits and Contributions Equipment Equoment Project Summary Project Summary SPORTS User Manual 2007 Page 28 Proj
20. YSP during the day but works another job during non NYSP hours Home Phone number is requested as an alternative in the event that the staff member cannot be reached at one of the business numbers referred to above The Fax Number should be the fax number in closest to the NYSP office This number can be used for all NYSP staff Auxiliary Professionals Project Aides and Support Staff E mail Address is requested for all staff even though it may not be a required field for Some staff categories NYSP does not and will not share these addresses with any outside vendor They are for use by the NYSP National Office and NYSP Evaluators ONLY sample NYSP Staff Information Form is included Appendix B in this document The form provides the basic information required for all staff although additional contact information for the Project Administrator and Activity Director will still be required The form can be downloaded at www nvsponline ora Click on downloads SPORTS User Manual 2007 Page 15 NYSP Phone altemate NYSP Phone Daytime Phone outside of NYSP Home phone Fax Number E mail Address Salary information If a staff member is paid by NYSP funds enter the amount in the NYSP Funded Salary field Enter a zero 0 in all other salary fields For the maximum amount that be paid for salaries paid by an institution fram NYSP funds see the download menu and Select
21. ampus Activity Form 3 The third section contains a number of documents related to NYSP Menu items that are followed by PDF are documents created using Adobe Acrobat Acrobat documents can only be read by using the Acrobat program or by downloading Acrobat Reader a free download from the Adobe website Clicking on the icon at the bottom of the menu will begin the process of downloading a free copy of Adobe Acrobat Reader http www adobe com products acrobat readstep2 html Items that are not followed by PDF are generally Microsoft Word documents These items can downloaded and modified for individual program use SPORTS User Manual 2007 Page 53 export participant data first select Export Participant Data from the download menu Download amp Export Menu The following table will then appear allowing you to select the fields you wish to download You may select items individually or you may select all fields by clicking on Check All The default data source will be data in the current year and the default format will be as a comma delimited file Indicate your desired year and format select the fields you wish to download and click on Download Gheckal Uncheckal Downoad Bsc Select Fields For Download year eurertyear format comme z Lastname 82 MedicalForm 7 Parent2 Name 7 School usages 7 Schoolusagets Fist name Medical Exam Parti
22. bels envelops and letters See the Tools menu for options and follow instructions in the documentation that accompanies your Word software SPORTS User Manual 2007 Page 57 To export personnel data first select Export Personnel Data from the download menu Follow the same instructions as those provided above for exporting participant data Download amp Export Menu Export Perlic pent Expat Personnel The downloading of documents on the remainder of the download list is accomplished simply by licking on the name of the document you wish to download Again Adobe Acrobat Reader is required for all PDF files and Microsoft Word is used for the remaining text files strain rs owen trace nean The feedback menu is used to report problems with the software Provide as much detail as Possible and click on Submit This feedback mechanism should he usd technicat questions ONLY not general ings Your e mail 5 Contact Name Priority Ca Subject URL of page this isin reference to ifapplicable For bug reports enter the line number Where emor occured if known Did you also contact your Evaluator about tissue No TS Please enter any other text you would like to send n NYSP Sei EA comer us A confirmation screen will inform you of the successful submission of your request Thank you Tor Submitting your feedback to NYSP 1f your feedback re
23. cipant Parentz Phonsi 7 school usages 7 Schoolusagez0 Parentz Phonaz 7 schoolusagelU 7 Schoolusagezi IT E mdies 2 Phone relation T seosusageir 7 schoolusagez E rs in program 7 seheolusagel 7 scheolusagelz school usageza Stas FP TargstArea T School Usage2 7 SoheolUsageiS School Usage2a ZipCodo F Esen 7 School Usage 7 School Usago14 School Usagezs Gender Gu Seheo eacei 7 School 7 Date Added ErthDate 7 Parenti Name 7 Schae Usages Parenti Phoned palicetion M Parenti Phoned 7 School Usage CheckAl Uncheckal Downoad Beck You will then get a screen that displays your data In the illustration that follows the Last Name First Name Address City State and Zip Code were selected for the dawnload School Usaget6 Date Changed Med Chanoedar School Usaget im ja iui ja m SPORTS User Manual 2007 Page 54 EL Ania fan 9050 David Street Irdismspolis TH 57600 5111 3 st ndasnapolis 57685 Boh 4181 bob 1n Indianapolis IM 57683 Gomez Wi11ie 4101 bob 10 Iwiiamapolis IN 57505 Ball fen 5422 Lake Indianapolis II 77779 Hall Carmen 545 Nain Street noie 47202 Rose Pete 3050 David Street Kunc ie TH 40722 Stein Jef 44 Hain Street Marion IN 45645 Wilson Gabby 444 Main Indianapolis IN 57636 Zander Car
24. e illustration below shows the general layout of the report and the types of data requested the numbers used in this illustration are fictitious and were used only for software testing Data is entered in the Visitation Report Form and in the Participants menu If your NYSP Project does not utilize the Participant database during the summer of 2007 alternative form of the Preliminary Attendance Report may be submitted The alternative form is available on the download menu or can be obtained Dy contacting the national office A sample copy of this form may be found in Appendix C SPORTS User Manual 2007 Page 51 Project Administrator Nanzy Bour 1 Project Schedulo Datos of operation 64 2006 7 3 2006 2 Projected Boys 100 Girls 102 Total 200 ib Projected Average Daily Attendance 8 9 Actual ontollment to dato Boys 7 Gite amp Total 12_ id Actual Average Daily Attendance 9 3 Total Med al Screenings 2501 Medical Forms Submitted 255 4 Staff Members Profossional amp 0 Project Aide M_3 F3 M 3 F_2_ Supporting M 1 Total 22 5 Actual participant4o staft ratio 082 to 1 Attendance For First 5 Days Date Males Females Total ADA Up to and including this Staff on this dav Ratio eame 5 12 1200 noo od 6 noo 100 son im GS do 1000 no soe 3 6 9 00 no 0m Si
25. ect Organization Use the Project Organization menu to change the starting and ending dates of the program the starting and ending times for the program the number of staff meetings or Advisory Committee meetings held the types of meals served or the shipping address for your program Project Dates The Project Dates menu must be used to indicate the actual days between the starting and ending dates that the program will be is session The menu will display every date between your start date and end date Click those days when your program will be in session NOTE The selection of project dates must be completed before you attempt to enter attendance data for your participants See page 35 for additional information regarding the participant database ChackAl Uncheck All Finish Beck Please check the dates scheduled for this program 6 1 2007 5 3 2007 67472007 6 5 2007 676 2007 5 82007 8 3 2007 571072007 6 11 2007 zz 971714 Medical Information There are three sections in this part of the software The top section will display the numerical totals for Medical Forms Submitted and Number of Medical Examinations Administered to Participants Paid Free and Total These numbers carry over automatically from the participant data entered in the software Changes to these totals can only be made by changing Corresponding sections in the Participant database
26. forcement agency Non NYSP Public An example of a Non NYSP Private salary might be First National Bank for a donation to support the hiring of additional project aides Salary Paid By The Beginning Date is the first day of the program Beginning Dato Date Terminated is to be used ONLY WHEN A STAFF MEMBER IS TERMINATED PRIOR TO THE LAST DAY OF THE PROGRAM If a staff member works for the entire program leave this field blank vate Terminated Indicate the number of program days the staff member will be working in the program whether not the staff member lives or works in the target area if the staff member is economically disadvantaged if they are a former participant in an NYSP program not a former staff member and if the staff member is a certified Water Safety Instructor WSI SPORTS User Manual 2007 Page 18 Number aF Program days of Involvement f Live Wark in the Target Area Dyes Dno Economically Disadvantagad 7 vos Mno Former Participant Dives Mno Certified Water Safety ves Ono Instructor Click Save The number of staff entered in the Personnel section will be used to determine the number of approved positions for your program You must enter information for the following staff members and institutional personnel The Chancellor or President of the institution The Fiscal Officer NYSP Project Administrator Activity Director Liaison
27. he appropriate salary category in the personnel database private public or institutional Example person who is otherwise not being paid by any agency or entity during the time when he she works with NYSP i e a parent of a participant who is unemployed or an individual who works during hours other than those during which NYSP is in session SPORTS User Manual 2007 Page 16 individual paid by non NYSP funds is any individual who works for NYSP in any capacity during normal operating hours of the program and whose salary for those hours is paid by sources other than NYSP funds Enter the person with supportive information address phone numbers gender etc under the appropriate personnel category Auxiliary Professional Project Aide or Support in the NYSP database actual or estimated value for the individual s service must be entered in the appropriate salary category in the personnel database private public institutional Examples police officer assigned to NYSP during their regular shift A lifeguard paid by the institution and assigned to guard during NYSP use of the pool A professional staff member whose salary for services to NYSP are paid by the athletic department or the academic department in which they are employed NOTE An individual who contributes thelr time as a speaker for the education program is not considered to be either a volunteer or an individual
28. heet The group attendance sheet is provided for the use of NYSP staff in conducting manual counts of participants Dally attendance must also be entered in the NYSP software using the Group Attendance Entry process described on the following page Daily Attendance Sheet Hall State University Daily Attendance Sheet Group Lions E Last Name First Name Gondar 1 2 s 5 6 aaron Fe anon Ama I T LL Ant Mam m LT Bonds mmy EEI Boston oaia I T Gaon ETT T TT eme we TEE a ee Oo Henry m mue Fes IIT wison ey LI Woodeack md OT woare Wim T T Totals Males 12 Females 1 z enc Skipingrup ly Attendance Entry The recording of daily attendance of all participants by is an NYSP Guideline requirement To facilitate verification of daily attendance each participant s attendance is to be entered into the computer dally This process is facilitated by use of the Daily Attendance Entry process To enter this section of the software select Daily Attendance Entry fram the articipants menu Select the date for which you want to enter attendance data and click CONTINUE SPORTS User Manual 2007 Page 43 Daly tendance mese per 2006 DsrT G2 pem NOTE 1f your program dates differ from those you anticipated when you submitted your
29. i Scence Specialist CI professional Stat NYS Activity also check one of the folowing C CI pance C Fiag Footbal C Gymnastes Osor sonal Cenis Valea swimming wsty omer E Project aide NYSP EI Support staff also check one of the folowing 07 computer Specaist clerical eauipment D custodiat D uteguara 07 adationa swim statt C Transportation C oter Employment Begin Date E uve jWorkin Target area EI Economically Disadvantaged L Former NYSP Participant L Certihed Water Safety Instructor For Local NYSP Office Use Only Saary Salaryie Cl paid wth NYSP Grant Funds C Paid by Non NYSP Funds C Volunteer If paid by Non NYSP Funds or Volunteer is the source institutional C pubic private SPORTS User Manual 2007 Page 62 Appendix C Alternate Preliminary Attendance Report Form SPORTS User Manual 2007 Page 63 2007 NATIONAL YOUTH SPORTS PROGRAM P Preliminary Attendance Report This report must be received in the NYSP national fice no ltr than 10 calendar days afer the start of the Project e project starts June 7 form due June 17 Thi report is to be submited via email attachment to gwisdowNYS Coro org Institution Project Administrator hereby as Project Administrator that tne folowing information is accurate and true 1 Project Schedule Dates of operation Enrolment all yo
30. monday Present siano Tuesday Wesnesdsy resent Ezman Friday SPORTS User Manual 2007 Page 47 Personnel Reports The Personnel Reports menu allows you to view data entered in the Personnel section of the Application far Participation the Visitation Report Form and the Final Report Form Position The Staff NYSP Funded report provides a summary list of the number of males and females In each staff category that are paid by NYSP funds Staff NYSP Funded TEE 2 3 Patessional o Project Aide 3 Supsoring Sis 3 1 The Staff Non NYSP Funded and Volunteers report provides a summary list of the number of males and females in each staff category that are paid by Non NYSP funds or those who volunteer their time to assist with NYSP Staff Won NYSP Funded anil Voluntoers Males isor Committee 1 Stafi 1 1 Chancellor a o Fiscal Oficer a 1 President a 1 Piafessional a 4 Admin 1 Project Ads o S gpartin 2 1 SPORTS User Manual 2007 Page 48 The Export Personnel Data menu permits you to export selected data fields detailed description of the use of this menu item is included in the following section of this manual Download amp Export Menu Export Participant Dara Export Personnel Dats The Personnel Summary provides a listing of all personnel entered in the system including those ente
31. nce Report The Participant Summary report displays a breakdown of all participants that have been entered in the database The report displays the participants by age gender and returnee status Malet Females The Group Attendance Summary permits selection of a specific date followed by a display of the number of female and male participants indicated as being present in each group on that A summary of the total number of males and females present on that day is also displayed SPORTS User Manual 2007 Page 45 Daily Attendance By Group Date Day 4 6 7 2007 Select Date Click an View Report E a n ana a a E ipe 1 1 2 B 1 Bue v 1 1 2 2 Boysi 0 1 t Gisin 0 1 1 Total Females s Total males Total for 9 7 2007 Soleca difsroni dere Mein Manu The Participant Attendance Summary provides an alphabetical listing of all program participants followed by the number of days they have been recorded as being present mm mn n EM pr rm Weey why Big mm cR mE Eri RR Menu The Export Participant Data menu permits you to export selected data fields A detailed description of the use of this menu item is included in another section of this manual SPORTS User Manual 2007 Page 46 Expor Paricinant Data Export Personnel l A complete list of all participants in
32. ng Activities have been previously entered Basketball other Fitness ves 200 E Soccer Yes so w Swimming ves 200 Select the activity from the drop down menu indicate whether or not the activity is co educational estimate the percentage of time to be dedicated to instruction and completion and provide a description for the activity if Other was selected from the drop down menu When finished click on Save Activity Program Badminton 8 this a COED activity vos Percent of Time for instruction oO Percent af Time far competition L1 Desenption Orly used for type other SPORTS User Manual 2007 Page 20 The Education Program Entering Education Program data is accomplished by clicking on the Add button and selecting the appropriate program type from the Education Program Type drop down menu Project Organization Community Action Agencies Personnel Activity Programs Education Programs Direct Costs to be NYSP Funded Institutional Contributions Application Summary Submit Application to NYSC 5 Educational Program Type Description amp Drug Total Hours por Topic por Participant Career Education other rier program Total Hours of Hands On tnteractive instruction mm ri LIE Pmatscience mm Use the Description field for educational programs designated as Other on the drop do
33. no later than 10 Inthe program meet the poverty guidelines Calendar days after the completion ofthe Project 3 After conclusion of project Final Attendance Report No later than 10 calendar days after tne completion of the Project Appendix B NYSP Staff Information Form SPORTS User Manual 2007 Page 61 NYSP Staff Information Sheet formation require in he NYSP database fnyspon ne org This dala wil e eere in a secure password dilaeas and wil be uad eaaa by NYSP comping pts and curumaicang wih program Personnal Inomaton e database wil shared wh outside nda organization or agony Please fom oa NYSP and tha Ton one computer special fo enn lease print or type the following information Name oO mO Me O Rev O the address to which you want NYSP information sent oy state Zip Code Telephone where you can be reached during the normal NYSP day Telephone secretary receptionist col home ec Fax Number use number where NYSP information is received address ender Female D Male O Professional Postion Le graduate student high school teacher coach et __ Position D project administrator CI Committee Member Agency Agency Postion Cl hetty precor Caton tier CI Mekal Coordinator C Educational Specialist CI seonol and otner Drug Prevention Speciaist Senior Program Specialist 1 Mat
34. not displayed in the illustration above takes you to a site where current news about NYSP is displayed Check this site regularly for the latest updates about NYSP The logout button not displayed in the illustration above is used to terminate your Timeline for Completion of Data Entry Access to www nyspontine org will be available on April 4 2007 This will provide projects with approximately three and one half weeks time in which to enter the data required in the Application for Participation due April 27 Projects will not have access to the Visitation Report Form and Final Report Form until after the Application for Participation has been submitted reviewed and approved at the national office see other sections of this manual for information regarding the Visitation Report Form and Final Report Form Once the Application for Participation has been reviewed and approved projects will no longer have access to the Application for Participation menu Projects may however make additions modifications to selected sections of the software by using the Visitation Report Form or Final Report Form menus All data must be entered in the Visitation Report Form menu prior to the 15 day of your program Once the program is complete changes can also be made by using the screens available on the Final Report Form menu cd Complete and submit Application for Participation prior to April 27 Complete prior to the Visitation Rep
35. nt of NYSP funds to be expended for Medical Services uray E Thasa amounts ara entered automatically 9 from the cata entered in the Personnel Project aide e Saction af the ppication fer Supporting 5 Participation Total sanos a ch m Teral gue Enter estimates for these amounts fes Total 0 The following illustration is a representation of the Direct Costs to be NYSP Funded screen that will be used to enter and edit the budget estimate information for the Application for Participation SPORTS User Manual 2007 Page 22 This example shows sections D through F or Insurance through Miscellaneous Section G Transportation is not displayed The Insurance cost will be calculated as 0 by the software All participants and staff members regardless of paid by category are covered The cost of insurance will be paid by the NYSP national office Enter your estimate for the amount of NYSP funds to be expended for Operating Costs Facilities Restoration Nonexpendable Equipment Expendable Supplies and Miscellaneous Nutrition and Miscellaneous Expenses The program will calculate 2 Grand Total that represents the total costs that have been entered and are to be NYSP Funded The Balance Remaining is calculated by subtracting the Grand Total from the Grant Amount these three fields are not displayed in this manual but occur in the sof
36. of the existing group and edit the group name in the Group Name field Click on SAVE CHANGE to complete the process 2nd change the name here Those Groups alroady exe To EDIT ene fom die list Tarona pres LAM cits recast a 3rd Save Change The result of the name change process is displayed below Thesa Groupe already exist To EDIT one soloct from this list Tarpons Boars Zobras Marlins Lions Tiger Cubs Groups can be added modified or deleted by using the Participant Groups menu SPORTS User Manual 2007 Page 36 Participant Maintenance The Participant Maintenance menu is used to enter participants in the database to modify information related to participent or to perform searches and sorts Participants that were previously enrolled in NYSP can be copied to this year s participant directory When copying participants from one year to another verify that addresses and phone numbers are still accurate as some participants may have relocated since participating in last year s program When you select Participant Maintenance the following Find Applicant Participant screen will appear An Applicant is a child for whom you have either an NYSP Application or an NYSP Medical Examination Record form or both An Applicant does not become a Participant until you have both an NYSP Application and an NYSP Medical Examination Record form and the child has attended NYSP for at least one 1
37. on will be required when an entry is made for Other facilities uerum unm e d E seno b cout sio EC RE Badminton B B a B 0 rool D demo 32500 h Ru 4 Other a far sso Esteri E Er SPORTS User Manual 2007 Page 24 The illustration below displays the data entry format for Non Expendable Equipment See the document titled Direct Cost Definitions on the download menu for additional information related to the costs reported in this section Estimates for the Project Administrator s Salary and Supporting Services are requested The Estimate in the far right hand column of the section on Supporting Services is calculated automatically by taking the Hours per Week times the Hourly Rate times the Number of Weeks Vonexpendable Equipment TT gt Depreciation casts e ih Repair costs c Replacement Costs Tota Er a E z E Secrotarel fe 252 b Medical Be 1 s1200 HR Payroll E E 1 E dim a custodial dom e Fiscal oficer E sim E Other Contributions are illustrated on the following page Totals are computed by the software based on Quantity times Days times Daily Cost
38. one eee Soecienss_ Begin by entering the participant s date of birth The system has been designed to determine if child is within the acceptable age range when the date of birth is entered A child must be within the age range of 10 to 16 years of age Ifa child turns 10 on or prior to August 31 of the program year they are eligible for the program If a child turns 17 on or after June 1 of the program year they are eligible for the program Examples of birth dates that fall outside the acceptable range and the resultant alerts shown below and on the following page PARTICIPANT DIRECTORY Internet Explorer Script alert Project D268 IUS School iD Hall State Year 2007 Beh Dale 12725557 maid Last Name B SPORTS User Manual 2007 Page 38 PARTICIPANT DIRECTORY Iternet Explorer Script Alert indicates required field Applicantis too old School D Hall State Project Year 2007 Bith Date 5725736 mmddhy Age LastName r If an applicant is within the acceptable age range for the program continue to enter data Last Name First Name and Middle Initial MI are added as text fields Gender Group and Previous Years in NYSP are drop down menus You may select an item from a drop down menu or strike the key that corresponds with the first let
39. orar swimsuit ran ves oer Swine waren vica uer ee recte dar vym om My add new piece of equipment click on Add New The following screen will appear Select the sport from the pull down menu and enter as much data as you have regarding the equipment Not all types of equipment have serial number so this field might be left blank For major purchases such as a computer be sure the serlal number is entered as well as the information requested for all other fields Click on Add to save the entry SPORTS User Manual 2007 Page 34 The Participant Database oe pect dani itl The use of this section of the software is OPTIONAL for the summer of 2007 If your NYSP Project desires to maintain a listing of participants using another system you may do so Optional forms for the Preliminary Attendance Report and the Final Attendance Report have been developed and are available on the download menu or by contacting the national office These forms are Excel spreadsheets and may be submitted to the national office as email attachments Sample copies of these reports can be found in Appendix and D The Participant Database is used to prepare documents required for compliance with the NYSP Guidelines well as assist projects in maintaining an accurate record of participants and thelr attendance There are seven functions on the men
40. ort Form Lend of the program Final Report Form Use this to amend any data after the program is over See Appendix A for a listing of the due dates for NYSP documents and reports SPORTS User Manual 2007 Page 7 Technical Assistance Questions regarding use of this software should be addressed to the national office at 317 727 6447 Every effort will be made to respond to your questions in the shortest time possible SPORTS User Manual 2007 Page 8 Preparing the Application for Participation The first portion of the NYSP software to be completed and submitted electronically to the national office is the Application for Participation The Application for Participation must be Completed and submitted prior to April 27 2007 To complete the Application for Participation fallow these steps Log on to www nysponline orq using one of the user names and passwords that permit data roject Administrator Activity Director or Computer Specialist Click on project data home project data entry participants reports download fecdback The Application for Participation selection will then be displayed NISP Project Maintenance Application for Participation k Clicking on Application for Participation will display a list of items where data entry is required These items are illustrated below Project Organization
41. quiros our responso wo will qot back to you as soon as possible Sincerely NYSP staff SPORTS User Manual 2007 Page 58 Appendix A Required Document Timetable SPORTS User Manual 2007 Page 59 NIS 2007 NATIONAL YOUTH SPORTS PROGRAM Required Document Timetable Jer io subrisson documents and repo is proved Blow umber of forms and reports before during and at conctson a timely manner can affect Program s compliance status A chronological timetable listing the duo d Paricpatng nsttutons are required to compl ofthe Project Falure to submit forms and rop These forms and reports include the following 1 Before operation of Project Due in NYSC Office project Agreement March 15 2007 P Application for Participation online submission April 27 2007 Va Web ste C Medical certification of medical coordinatore No fewer than 14 calendar days before the first day of the Project For those Projects offering swimming in the program d Water Safety Instructor WS cerfication No fener than calendar days before the rst day of the Project Ufeguard crtteation Before the first day of the Project 2 During Project Preliminary Attendance Report No later than 10 calendar days after the frst day of the Project Seit Assessment and documentation certying Completed before the end of the Project and ata minmum of B09 of the participants Submitted to tha national afee
42. red as paid by NYSP Funds those paid by Non NYSP Funds and those who volunteer with the program gura IM Data in the personnel summary can be sorted by clicking on the title at the top on each column The figure above shows personnel sorted by last name Name The figure below is sorted by NYSP Pay Clicking on a column title a second time will reverse the order of the sort i e a sort from A to Z will become Z to A with the second click The Personnel Summary by Position displays staff in groups based on their personnel category SPORTS User Manual 2007 Page 49 Project Reports The Project Reports menu contains reports for information not displayed in the participant and personnel reports noted above Some of the reports below may be submitted electronically to the national office prior to established deadline dates Please review the NYSP Guidelines and other program materials to insure compliance with all report submission deadlines Equipment Summary Report Project visitation Summary Project Visita on Report Table of Contents Preliminary Attendance Repot Arendance Repor The Equipment Summary Report displays listing of the equipment entered in the Visitation Report Form and or the Final Report Form The summary displays as follows The Visitation Report Summary displays data by section in each of the following A Participating Youth a lis
43. rts download feedback You may use this screen to navigate anywhere within the software The home button takes you back to the logon screen The project data entry button takes you to all screens that permit data entry Your access to data entry screens is controlled by the national office and is available in a set Sequence Initial access is only to those screens required for the Application for Participation Once you have entered the required data and submitted your Application for Participation and approval is granted by the national office access to the Visitation Report Form and the Final Report Form screens will be available The participants button takes you to data entry screens that allow you to record information about the participants your program SPORTS User Manual 2007 Page 6 The reports button allows you to view the data that has been entered The download button takes you to a listing of forms and informational items that complement the program Examples include the NYSP Guidelines sample letters definition of terms related to NYSP the Off Campus Activity Form etc The feedback button was mentioned earlier in the introduction as a means to report technical problems with the software The feedback button is available in every screen within the program Use it for reporting technical problems or requesting information related to data entry The news button
44. t enson Garrech fvergreen Apt 2 Berestord 57004 a Jenson Janet 567 Hanson ereet Fermi llion 3D 57069 koun fence 04 Palace Coure Vermillion 80059609 own Tensifer M Palace Coust Yermi llion 3D 37059 ovn Terry Palace Coure Verur llion Sb E7069 Cw sm Erih Sample SPORTS User Manual 2007 Page 56 Be sure both Tab and Comma are selected and click Next Text vazar ep Zof 3 ax screen kts you set the enters yur data contan see var textis affected nthe crevew buon m rael 275 Daoso mm 4 ee ee E us uec fe solace orae pornita brus est pZ eme Cote mne Review your data Jhesrembisyousebeteerhrhemamish data forat he Das Foma canara convers values tonunbrs dte Tot akes to dates demere Cae vor m ceret cour ap Kanal 1 verses 7 _porestora ces me ue Select Finish then select Save As from the File menu give your data file a name select Excel Worksheet as the File Type and click Save Using this data to create mailing labels and letters can be accomplished by using Microsoft Word and using the wizards for mailing la
45. tain data entry examples that mirror requirements of the NYSP Guidelines For example the NYSP Guidelines require program to meet for minimum of 15 activity days although NYSP funds can be expended for up to 30 days a minimum of one 1 day for staff orientation or participant orientation must accur prior to the first activity day of the program each participant must receive at least 120 minutes 2 hours of sports activities each day in minimum of 2 distinctly different physical activities dally The total hours of operation are not dictated by the NYSP Guidelines but must be sufficient to include the required number of activity and educational hours passing time between periods and time spent for meals DAYS HOURS AND TIMES OF OPERATION Total Funded Activity Days E 75 staff orientation vays 8 Total Participant orientation bays 3 sports Activity Hs per E s 08 00 am pm 00 00 Time of Day Last Activity Ends 100 am C pm vsioo Time of Day First Activity The number of meetings required by the NYSP Guidelines includes at least one weekly staff Meeting and at least one 1 Advisory Committee meeting before one 1 during and one 1 after the program MEETINGS Number of Staff Meetings Scheduled During Project s Number of Advisory Committee Meetings Scheduled Before Project During Project 7 after Project T a
46. tem and to make the following changes Individually or for all children in the system Check or uncheck whether or not the child has a Medical Form Check or uncheck whether the medical exam received was Free administered at no cost to NYSP or Paid Check or uncheck the source of the Medical Exam regardless of whether the exam was Free or Paid SPORTS User Manual 2007 Page 41 A ETT MN CNN NT NN T rove T IEEE EE ee 0 HL HE oe oe HL o Group Assignment Utility The Group Assignment Utility can be used to divide your participants into groups of a select size based on age gender and age or in random order If you select this function ALL PREVIOUSLY ENTERED GROUPS WILL BE LOST use this utility select Group Assignment Utility from the participant menu and indicate both the desired size of your groups and the criteria for placement In the examples below All Participants have been selected for assignment to groups of 25 based on age By Birthdate Gn saa was y ts ol rr fee Si vem 2 tene By Gender hen andom Sorted By Last Name Wage By Age and Gender SPORTS User Manual 2007 Page 42 Daily Attendance Sheets Dally attendance sheets can be printed for each group by selecting Group Attendance Sheets rom the Participants menu The attendance sheets facilitate recording up to 6 days of attendance on one group attendance s
47. ten lore Dee rem Star aenenes Nes nue mes ra eit Statt senefts 80 411 500 K aoa 4388 9 80 erre conpenation Medical 01 5655 Opn 87 medical mame a F550 wach SPORTS User Manual 2007 Page 31 To enter an actual expense click on the ADD button The following screen will appear Select and expense Category from the pull down menu Select a Sub Category Enter the date paid to whom the payment was made the amount and a description of the payment complete and specific in your description see sample below See the example below Fz200partipant 31 52 35 and 2252 2 June d and Sune 1S EXCEPTIONS 1 The amount of staff salaries and wages paid are entered in the Personnel section of the software Simply enter the actual amount paid in the column titled NYSP PAY 2 Insurance is calculated by the software The formula is the number of staff plus the average daily attendance of participants times the number of program days times the insurance rate To change an item that has been previously entered double click on the item make the change and click on Save Cre and Contrib The Credits and Contributions section is used to record actual contributions to the program The only contributions recorded in the Application for Participation were those attributable to the ins
48. ter or number of your desired entry For example entering F in the Gender field will automatically select Female Striking T in the Group field will automatically select Tigers as the group Typing the number 2 in the Previous Years in NYSP field will place a 2 in the corresponding box Tum Trae Wi rj Gender Examination Free Pmm Some fields in the participant entry form are check boxes or radio buttons To uncheck a check box click on the box or hit the space bar when the check box is highlighted A radio button allows only one selection in series to be chosen The selection choices for the Medical Examination section are Free or Paid with NYSP Funds Free is the default selection ANY exam not paid for with NYSP funds is considered to be Free To change the selection simply click on Paid with NYSP Funds or hit the space bar when the Paid with NYSP Funds button is highlighted The Medical Exam Type should be entered depending on where the participant received their medical exam Three choices are listed Institutional the institution s paid medical staff Public public health agency and or medical professionals paid with pubic funding or Private private practitioners pplication Completed IP Medical Form Submitted Lives In Target Area Economically Dsadvantaged fv Medical Examination Free OR Paid with NYSP Funds
49. the data required for compliance with the NYSP Guidelines The system is designed to minimize the time required for data entry and to reduce redundancy Browser The SPORTS software has been developed using Microsoft web development tools To assure Proper performance of the software please use Internet Explorer as your web browser Internet Explorer can be downloaded free of charge e The 2007 SPORTS software requires use of Internet Explorer Version 5 5 or higher is required when using Windows operating systems Internet Explorer version 5 2 for the Macintosh can also be used to enter and modify program data Overview Go to www nysponline org for access to the NYSP SPORTS software website Four institutional user names and passwords have been assigned for each institution These user names are for the 1 Project Administrator 2 the Activity Director 3 the Computer Specialist and 4 General The first three user names and passwords permit data entry The fourth user name General provides access on a Read Only basis state unversity Name Loginin Password HallstataPa FalStateAm ACTOIR S67 ams ERSE SaF cave ser All user names and passwords case sensitive Be sure to enter the user name and password EXACTLY as provided paying particular attention to uppercase and lowercase letters
50. the database can be viewed by selecting Participant Directory To view participants indicate the project year you wish to view as well and the manner in which you would like to sort the participants A printer friendly version of the report is available and should be used to print the list of program participants Pepet 200718 see ny E e gewesen a cop A Participant Waiting List is created automatically and contains a listing of applicants who have submitted an Application and a Medical Form but who have not yet attended the program for at least one 1 day According to the NYSP Guidelines an Applicant does not become Participant until they meet three 3 criteria a complete Application signed by a parent or guardian is on file the child has been seen by a medical professional and the NYSP Medical Examination Record is completed and the child has attended a minimum of one program day Adams Jahn 8 23 1008 Tie Anson Ansel zasysa mM me Te Fase Ant adam 8 23 1091 Trw Tra False Wevab Lynn 1 1900 e me Tre alee Bonds Pan p me Fake Boston Dad 6 23711 me Tie Fake Brooklyn David me Tra False Cran Mka Tis Fake An Individual Attendance Report displays attendance for each individual participant Participant Halen sek vidual Attendance Ri project pate of week ort ARR
51. ther information that must be entered in this section includes the Estimated Value Per Medical Exam and the Total Amount of NYSP Funds Spent on Examinations The numbers appearing in the Total Estimated Value of All Medical Examinations and Total Amount of Donated Monies for Examinations are calculated by the software Changes cannot be made except by changing the Estimated Value Per Medical Exam or the number of exams given by changing data in individual participant records The last data entry required in this section is to indicate if the exams exceeded the minimum requirements of the NYSP Medical Examination Record Form If Yes is clicked type in the reason why they exceeded SPORTS User Manual 2007 Page 29 sse ses MEDICAL INFORMATION Medical Farms Submitted Number of Examinations Administered to Participants Paidi 15 Free 11 Total 26 Estimated value Por Madical eam E Total amount of Nyse Funds Spent on Examinations D The second section of the Medical Information sections asks for information about the type and number of medical problems identified during the medical examination process Pre Existing Medical Conditions These data are to be obtained from the Medical Coordinator Sample items from this section appear below Summary of Pre Existing Medical Conditions Condition Number of Problems Am
52. ticipant Summary Group Attendance Summary Participant Attendance Summary Exporting Participant Data The Participant Directory The Participant Waiting List Individual Attendance Report Personnel Reports Staff NYSP Funded Staff Non NYSP Funded and Volunteers Exporting Personnel Data The Personnel Summary Personnel Summary by Position 35 3 38 a2 43 44 45 45 46 46 a7 a7 E 49 49 49 SPORTS User Manual 2007 Page 3 Project Reports Equipment Summary Report Project Visitation Summary Project Visitation Report Table of Contents Preliminary Attendance Report Final Attendance Report Download and Feedback Menus Download documents Providing Feedback to NYSP Appendices Appendix A Required Document Timetable Appendix B NYSP Staff Information Sheet Appendix C Preliminary Attendance Report Excel spreadsheet Appendix D Final Attendance Report Excel spreadsheet 50 50 51 51 52 53 58 59 61 63 65 SPORTS User Manual 2007 Page 4 Introduction The Sports Program On line Reporting and Tracking System SPORTS for 2007 has been enhanced to incorporate recommendations made by program personnel from 2001 through 2006 The National Youth Sports Corporation NYSC remains committed to assisting projects in the National Youth Sports Program NYSP by providing a user friendly mechanism for recording
53. ting to the projected enrollment actual enrollment average daily attendance and the returnee rate B Project Personnel including the number of staff paid in each category by source of funds the participant to staff ratio the adjusted participant to staff ratio and the number of former participants C Data related to the project schedule D A listing of the activities in the Activity Program with an indication of the availability of lesson plans unit plans skill tests and whether or not the activity is co educational E A listing of topics included in the Education Program with the number of hours recorded participant the number of hours in small groups the number of hours in which hands on interactive activities are used and the availability of lesson plans and black plans F Information regarding the nutrition program G A summary of medical information and Information about institutional and financial contributions and resources SPORTS User Manual 2007 Page 50 The Project Visitation Report can be viewed by section using the Table of Contents option All report sections are available by clicking on the corresponding section title in the table Bedien Died Programs The Preliminary Attendance Report must be submitted no later than 10 calendar days after the beginning of the project see NYSP Guidelines Required Document Timetable Th
54. tion Agencies Tre Federal government requires that the NYSP efie reti E serang areas par catng m te Nagona You Spare Program Messe comple eara below ad bs NYSP prr ta Al 27 7 wid E APPIA On TEF Persson Pesce provide name s acidresefes and telephone number s f community action agency ic zener ame 71 31 m fd mor Contact ame Ades 7 Personnel rsonnel in the database by clicking the Add button Information for staff returning from 2006 can be copied from last year All staff must be entered Please confirm that all contact information Is complete and up to date Project Organization Community Action Agencies Personnel Activity Programs Education Programs Direct Costs to be NYSP Funded Institutional Contributions Application Summary Submit Application to NYSC SPORTS User Manual 2007 Page 13 To add someone new to the Personnel roster click on ADD Fe To Menu Tw Emese ADD The following Personnel have been previously entered Select the personnel type from the drop down menu and click Add Select Personnel Type advicary corwritea Add Back Ausllary Starr Chancellor Fiscal Officer President Professional Project Admin Project Aide Supporting Staff
55. titution Project Administrator 1 hereby as Project Administrator affim that the following information is accurate and true CI 1 Project Schedule a Number of operating weeks b Number of operating days per week c Total operating days 2 Enrollment and Ethnicity A youths ied as stale he NYSP Guideines x i Raumes 9 10 Wa T 12 13 14 15 16 a TORR AT HS Ta ATT 7 Dey are ret he american Nat asian Naive FiwasanPachi ander Black Non Hispanic Hispanic white Nor Hispaic Should equa the total enro ment reco Average day attendance a Projected _ 4 Stall members Thos Paid for their Services Those that Volunteer their Services Auxiliary MOO __ Project Aides M __ PmexAdes qm Professionals Pmessonis ROI Support Staff _ Suppo Sia Total F 6 Number residing working in target areas Professionals Project Support Sta __ Volunteers S Actual paticpantiostafraic ___ between 15 1 and 20 1 ia required TTZ SPORTS User Manual 2007 Page 66 2007 NATIONAL YOUTH SPORTS PROGRAM SP Final Attendance Report The report must be rece in the NYSP atonal ofc no mre than 10 calendar days th conclusion of the project project end July 7 form d
56. titution Institutional Contributions To record a contribution to the program select Credits and Contributions and click on the ADD button The following screen will appear SPORTS User Manual 2007 Page 32 Data acne adress enr satel maesa ois fo zu gt Select a Category and Sub Category from the pull down menus Enter the date received the amount information about the donor and a description of the contribution See the example below Category FabieCorebuion SulCategory Voricr USCA Date Received 575107 from rsionsaprcieaSFe amount E Mauwossi aoveericener LT TEC RN Description The example above is one of the most often overlooked HINT Be as specific possil Before final reimbursement checks are sent to participating contributions to the program institutions all expenses and all contributions are reviewed Those programs requiring additional follow up are subject to delayed payments Equipment The last section requiring data entry is the section for Equipment either the VRF or the FRF will result in the display of the following screen Clicking on Equipment on SPORTS User Manual 2007 Page 33 ter Tem yen 4 later eet Gaot ver ew ve 2 cooe 009
57. tware at the bottom of the page immediately after the entry for Transportation The Save button should be selected after all information has been entered The Back button will return you to the Application for Participation Main Menu WITHOUT saving the information that has been entered on this screen Pm ins Operating Costs Expendable Supplies ac Extra T shirts EN Facilities Restoration Fan Nonzspendable Equipment E Enter ostimatas for Total these expenses Miscallanaous expenses Nutrition expenses Total 6898 75 SPORTS User Manual 2007 Page 23 Institutional Contributions Institutional Contributions re entered on the screens illustrated below Project Organization Community Action Agencies Personnel Activity Programs Education Programs Direct Costs to be NYSP Funded Institutional Contributions Application Summary Submit Application to NYSC The entry screen has fie sections Facilities with the following three illustrations The Total field in the far right hand column is calculated based on Qty times Days times Cost per day Therefore if you have a situation where you only want to enter the Total Cost you can enter a value of 1 for both the Qty and the Days and your total cost in the Cost per day field Non Expendable Equipment Administrator s Salary Supporting Services and Other and is represented in this manual Descripti
58. u Participants Menu Participant Maintenance Medical Assignment Utility Participant Groups Dally Attendance Sheet Daily Attendance Entry Special Usage Field Labels Participant Groups Although not the first item on the Participants Menu one of the first considerations suggested for organizing your participants is to decide how they will be divided into groups You can create groups manually or you can use the Group Assignment Utility to have the computer create Groups for you The Group Assignment Utility will be described later in this section 17 you plan to manually assign participants to groups decide how many groups you will have what the name of each group will be In the example that follows six 6 groups are anticipated and the groups are identified with the names of animals Groups are created by typing the name of the group in the Group Name field and clicking on Add SPORTS User Manual 2007 Page 35 These Groups already oxist EDIT one celoct from this list Tarpons Bears Zebras Marlins lions Tigers The groups identified on the Participant Groups menu will appear in drop down menus when participants are actually entered in the Participant Maintenance section of the database Group names can be changed and groups can be deleted In the example below the group Tigers is being changed to Tiger Cubs To change a group name click on the
59. ue July 17 This report is to bo submitted via email attachment to gwiedow NYSCorp ory institution 6 Medical Services a Number of medicals provided by project completed prior to project start during project b Number of medical screenings provided by other sources completed prior to project start during project Total c Total medical screenings add lines a and b Tota Number of enrollees so identified who have been referred andlor received medical treatment FIRST WEEK SECOND WEEK Date Mon Tue Wed Tiu Fa Sat Mon Tus Wed J Thu Fr Sat Boys Toi Date Giris 0 Bos D 9 0 Gir D ojojo tototo 313 1313913131 9 THIRD WEEK FOURTH WEEK Date Mon Tue Wed Tiu Sat Mon Tus Wed Tha Fr Sat Boys Tou Date Tor Girs 0 Bos D Toi 0 0 Gris D v3 31339 ree oa 13131313 9 FIFTH WEEK TOTALS Date Mon Tue Wed Tiu Fa Sat Bo Total Attendance D Boys T Toa 0 cis 0 Thee T List problems encountered in the conduct of your project SPORTS User Manual 2007 Page 67
60. uths must be enrolled as stated in the NYSP Guidelines a Projected Boys Girs Projected average dally attendance Projected enrolmen tras B0 perce c Actual enro ment to dat Boys Gits 3 0 T 12 3 3 36 TERT T War 10 year oia chi may ave parcite when are not be reported a een Actual average dat attendance to date 3 Medical Services Number of medical screenings completed must equal or exceed actual enrolment 4 Staff members Those Paid tor their Services Those that Volunteer their Services Ausiary F Autry F Project Aides F Project Aides F Professionals F Profesionais li emer a Support Sia F Support Sat F Tos M F Tus M F Actual parcipantio iat ratio tot proteases ad ject mes note acta average dy tenance Line 24 boh pad ota t 5 Attendance Ges To SPORTS User Manual 2007 Page 64 Appendix D Alternate Final Attendance Report Form SPORTS User Manual 2007 Page 65 2007 NATIONAL YOUTH SPORTS PROGRAM P Final Attendance Report This report must be received in the NYSP national office no more than 10 calendar days after the conclusion of the project e project end July 7 form due July 17 This report is to bo submited email attachment to quiedow NYSCorp org An electronic copy of your Participant Directory must also bo submitted with this report Ins
61. wn menu see illustration at the top of the next page Enter the number of hours and minutes to the nearest 15 minute increment that this topic will be presented to each participant Enter the number of hours and minutes to the nearest 15 minute increment that this topic will be presented to groups of 35 or less small groups Enter the number of hours and minutes to the nearest 15 minute increment that this topic will be presented using hands on interactive instructional methods SPORTS User Manual 2007 Page 21 Direct Costs to be NYSP Funded The Direct Costs to be NYSP Funded screens are used to enter and edit the expenditures that will be funded your NYSP Grant Staff Wages amp Salaries will automatically transfer from the Personnel section of the Application for Participation if you have entered Personnel in the database For this reason it is suggested that you enter personnel in the database before entering other data in the Direct Costs to be NYSP Funded screens NOTE The default amount shown in the software is 3 500 The actual amount of funding provided may vary Project Organization Community Action Agencies Personnel Activity Programs Education Programs irect Costs to be NYSP Funded Institutional Contributions Application Summary Submit Application to NYSC Enter your estimate for the amount of NYSP funds to be expended for Staff Benefits Enter your estimate for the amou
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