Portland Children's Investment Fund | Demographics Report Form
- Form is staff's primary source for verifying service numbers in contracts.
- Please submit the Demographics Report Form electronically.
- Form is due only twice per year: once during program mid-year point and again at year-end.
- Demographic form meant to work as on-going cumulative total of all clients "taken into" and "exited" from program. Goal of the form is to keep an accurate count of unduplicated number of children served. Each reporting period, form asks for new intakes and new exits in order to avoid/minimize double counting clients. That approach allows us to see how many clients in service at time of report and how well you are meeting your service numbers from year to year. To be clear: form does not ask for total children served in a particular time period.
- Forms have been slightly revised so the excel document now has one worksheet per year. Each annual worksheet contains the two time periods (first 6 months, second 6 months of year) that demographics are to be reported. There is another worksheet in the document that serves as a "total to date" of clients served.
- To fill out form: you simply fill numbers into the year/time period of the report due (for example, if need to submit Year 2's first six months, just put numbers into your Year 2 worksheet for the first six months).
- After you fill in numbers for the reporting period, then save the entire excel document, and simply input numbers for the following reporting period(s). Submit the entire document with multiple worksheets to us each reporting period. Please do not send only demographics for current reporting period. We use all the data in each year to understand how your program is meeting its service numbers.
- There are formulas built into the "total to date" worksheet that calculate total service numbers for the program to date. In addition, that worksheet includes formulas that calculate the percentage of clients served that fall into each demographic category. For example, can look at the "total to date" worksheet and see what percentage of total children you've served live in North Portland, or what percentage speak Spanish as a primary language, etc.
- Please do not overwrite any formulas that are in the worksheets.
- When you fill out the demographic report, you can reference instructions and definitions to make sure you are filling it out correctly.
- For after school and mentoring programs, making the report work as a cumulative document may be more challenging based on when you "exit" children from your program. This is especially true for a program serving multiple grades, with children returning year to year. To avoid double counting and to make tracking easiest for you, we request that you exit children as follows:
- After Year 1, make sure your total exits include any children who left services during that year (they moved, they completed the program, they aged out, etc); also you should exit any children who, due to age/grade level, are not eligible to participate in Year 2 (e.g. program serves 4th - 5th graders; exit all 5th graders at end of Year1 because they can't participate during 6th grade); because you're not sure who will return for Year 2, do not exit your remaining children.
- When you count demographics at the mid-year in Year 2, then exit any children who did not return from the prior year. For intakes, count ONLY new intakes that came into the program during that period.
- If a child from the prior year, didn't return in the fall of Year 2 but then comes back to your program in the spring of Year 2, then you can revise/reduce your EXITS in the prior period (where you exited that child) before submitting your year-end demographic report. Do not revise/increase intakes because that child was already counted as an intake in a prior period; only reduce exits in those cases.