Group Enrollments should be entered by the end of the month in which they occured or within 30 days of their conclusion. When group enrollment data is entered promptly, staff can use the system throughout the year to pull up reports to assist them with managing county programs. Extension staff members are asked to report on Extension enrollments and achievements throughout the year. If they wait until the end of the year to put all of their information in, their county’s accomplishments will be under reported throughout most of the year. In addition, entering enrollments and activities as they occur leads to more accurate recording of that information since they will not have to try to remember the details of something that occurred many months ago.
When creating group enrollments staff will need to take into consideration that the Extension program year runs from Oct 1st each year to September 30th the following year. Making sure that the start date of a group enrollment falls within the program year ensures that it will be reported on the proper program year annual report. As you fill out the group enrollment entry form, make sure that residence, grade, age, and gender breakdowns are indicated and that totals match for each group enrollment entered.