NIRS FAQ

The following security measures in place so that others may not be able to add information, modify, or view entries in the database:

• NIRS requires users to have a login and password.
• Each Center can further limit its user's access to particular datasets; such access restrictions are embedded in the login/password.
• Secure Sockets Layer (SSL) protocol to encrypt data going back and forth between the browser and the server - which provides a high degree of confidentiality from non-authorized users.

Note: The only individuals who can view identifying information on trainees are those whom your program gives access to NIRS, as well as a limited number of staff at AUCD.

You can export/download your program's NIRS data to your own local database.
The Comma Delimited and Tab Delimited files in which NIRS data are available will download into every commonly known database program available on the market now.

To download your data from NIRS to your local system, follow these steps:

• From the nav bar, click on "Admin."
• Select the "Export" option.
• Select which datasets you would like to export to your local system and whether you want to export them in Comma or Tab Delimited format.
• The system will ask you whether you would like to open the file or save it to your computer.
• If you hit "Open," it will dump the data into an Excel file if you have Microsoft on your computer or into a file on your local drive if you don't.
• If you hit "Save," it will ask you for the program in which you want to save the data. You can save it as an Excel or text file, and then save it in Access or whatever program you're using for your local database.

Note on saving in Access: the first line of all of the exported data files contains the names of the fields. When importing into Access, there's an option that allows you to use the first row as the table's field names.

A "Table Relationships" chart is provided on the NIRS Export page (a subdirectory under the "Admin" tab) that shows the relationships between the data tables. Since that table was posted in the summer of 2002, some of the fields shown there have been renamed or removed, but all of the relationship links are still accurate. This chart won't necessarily be entirely up to date, since it shows just a few fields from each table and is only used for understanding the relationships, not for the field details. To get the up-to-date list of fields, select the "Table and Field Definitions." This page is always 100% current, as it is reading directly from the live table definitions. Since the operating systems, software, and other specifications of local databases will vary from program to program, individual questions about exporting may need to be directed to Maggie Nygren at AUCD.

To avoid any confusion or misunderstandings about records you enter on your site that are viewed by others, it is best to use the AAA-Test Center site for entering dummy data. Please contact Corina Miclea Rotsko at [email protected] or Dawn Rudolph at [email protected] for the login name and password for the AAA-Test Center site.

The fiscal year runs from July 1 through June 30. Typically, each new data year's data set opens in the first week of August. Enter current FY data in NIRS for Projects, Activities, Products, and Goals.

Centers may enter former/past Trainees into NIRS, as well as any Center-developed products that were developed during a previous FY but are being disseminated in the current FY.

NIRS enables Centers to record data on their Projects, Products, and Activities, regardless of funding source for several reasons:

• The theory that all the work of a Center is leveraged with core MCHB or ADD funds and the work undertaken with such leveraged funds is reported to MCHB and ADD.
• The recognition that NIRS is a convenient repository for data to used to report to other funding sources.

The fiscal/data year runs (July 1-June 30). While the data year ends June 30, AUCD keeps that year's dataset open for the month of July for data cleaning. The new year's dataset is typically opened the first week in August.

Unfortunately, AUCD is not able to simultaneously operate two data years during the month of July. Although technologically possible; funding, capacity, and other constraints currently prohibit this luxury. As a practical matter, Centers are unable to enter new data in NIRS during the month of July, and must wait until the new data year opens in August to enter July data.

The system refreshes every hour, so the change should be visible in one hour.

The List function only retrieves records from the current fiscal year (which runs July 1-June 30). The List function is designed this way for two reasons.

• The primary use of NIRS is to collect and manage current reporting period data; secondary to those functions is storing and managing data from previous years. Thus, the List function was developed to streamline the retrieval of current FY records.

• For some datasets (and for some Centers), thousands of records would be retrieved if the system pulled up all records regardless of FY. To clarify this set up, the List page displays, at the top right corner, the total number of records for the relevant dataset (Trainees, Projects, Activities or Products) is provided, under which the total number of records for the current FY is indicated.

While the "List" function does not retrieve all records from all FYs, you can retrieve records from all FYs, one particular FY, or a set of FYs through the "Search" function.

Yes. Paper forms are provided (in Microsoft Word) each year that capture all data fields in each dataset. AUCD recognizes the necessity for paper forms for some Centers. The current year's paper forms are available on AUCD's NIRS website.

Yes, beginning with the FY2007 version of NIRS, users may search across multiple fiscal years in each dataset.

Yes. Each Center may determine the level of access for each of their users.

Users may "cut and paste" reports into text files.  For example, using Internet Explorer & MS Excel, choose Edit -> Select All, then Edit -> Copy.  Open an Excel file and select Edit -> Paste to create a text file. Excel will translate the table on the webpage into tables in the spreadsheet.

Remote technical assistance and training on specific aspects of NIRS are available from Corina Miclea Rotsko ([email protected]) or Dawn Rudolph ([email protected]) at 301-588-8252.

For additional TA information, including instructions on how to access recordings of past training calls, please visit our NIRS Technical Assistance Page.

Trainees Who Should Not Be Surveyed

There are various reasons for which a trainee should not be surveyed: the former trainee does not wish to be surveyed, the trainee has not yet completed the training program, but is out of the training program for a year, etc. For Centers to know who not to survey when running the Long Term Survey Info report, Centers may edit the unique identifier (Trainee Survey Login) to indicate that a former Trainee does not wish to be contacted. The Trainee Survey Login is the last field on the main trainee record page, and it is totally editable. So depending on the case, it can be changed to something relevant, such as "do not contact1," "do not contact2," etc. The trainee will still be listed in the Long Term Survey Info report, but the survey login will let the Center staff know not to survey the respective trainee.

Additionally, in FY 2012, the structure of the trainee survey was changed for situations when the survey is accidentally sent to a trainee who has not yet completed the training program. The first part of the survey containing demographic and contact information is displayed, and then the trainee is asked "Have you completed the UCEDD (or LEND, LEAH, PPC, DBP, as applicable) training program?" If the answer selected is "No," then only the first part of the survey is submitted, and the trainee does not have access to the other questions. But if the answer selected is "Yes," then the full survey is displayed, for the trainee to complete it.

Former Trainees Who Are Deceased

Centers are strongly advised against deleting the Trainee Records of former trainees who have passed away. The value of historical demographic data is not diminished by the demise of former students. The logic that prevents any Center from having duplicate identifiers has been modified to allow any Center to have an unlimited number of identifiers whose value is the word "deceased." So for deceased trainees, the Trainee Survey Login can be changed to "deceased."

 

In NIRS, you must go to TRAINEES, then SEARCH. The dialogue box will show the current fiscal year as a default value. Use the pull down menu to change the fiscal year value to ALL YEARS (located at the top of the pull down menu). Then click on the green SEARCH button. You should then be able to easily locate the duplicate trainee record from the list generated.

Yes. Post docs, fellows, residents, etc. may be long-term trainees. Individuals who are getting their first degree, getting an advanced degree or certificate (not CEUs ), or doing an internship, practicum, fellowship, or residency would fit the definition of trainees.

The discipline field is located in the Trainee Year record, which is linked to the Trainee Main Record.

No, it is not possible to enter a trainee without creating a year record. The trainee dataset was designed specifically to track trainee year information.

Yes, AUCD strongly suggests that programs enter trainees from the past 5 or 10 years to make your follow-up survey process easier; however, Centers are not required to do so.

Centers may assign their own unique id number for record keeping or internal tracking purposes; however NIRS automatically generates a unique identifier for each Trainee Main Record when the record is saved.

The trainee follow up surveys that are submitted electronically through NIRS are linked to the Main Trainee Record by the unique identifier discussed above.

Yes, Centers may add up to 10 additional questions using the user defined fields. AUCD cautions users that the length of survey is often directly proportional to its response rate, so Centers should be judicious in the number of additional questions they add. This user defined fields feature can only be accessed by users with an admin level of access. For instructions see the NIRS user's guide.

NIRS has been secured under the Secure Sockets Layer (SSL) protocol, so that the data going back and forth are encrypted. This provides a high degree of confidentiality from non-authorized users. In addition, the only authorized individuals who can view identifying information on trainees are those whom your program gives access to NIRS, as well as a limited number of staff at AUCD.

Basic contact (name, address, phone, email) and demographic information (race, ethnicity, gender, age) are required fields in the Trainee dataset. Basic contact information is necessary to assist Centers in locating former trainees. Demographic information is required by MCHB; and non-LEND Programs also find that this information is useful in documenting diversity. It is possible to enter "dummy" data, such as "Decline" as the first name and "Name" as the last name to prevent trainee identification; however Centers will find it almost impossible to track down these former trainees for follow up surveys as required by both MCHB and ADD.

For Web-based materials, quantities disseminated should be based on the number of times a Web page or document is accessed (or downloaded) if possible, not the number of hits it receives. Some programs may not have the capability to track the number of times a Web page is accessed, in which case programs should do the best they can to develop an estimate for quantities disseminated based on the number of hits or other data.

Yes, Centers should create an Activity Record for activities in which they disseminate products. The Center would not track the actual dissemination numbers of products that they have not created.

In a scenario where a Center disseminates a product it did not develop, the Activities Record should have the "Information Development/Dissemination" selected as its core function but would not check the "Product Dissemination," box, because that only allows the user to link products that your program develops. In short, NIRS does track all dissemination, but it does not track all products -- only those that Centers develop.

Note: for the UCEDD Annual Report function in NIRS, the "dissemination" core function table provides data on products developed AND disseminated, by pulling data from the relevant Activity record and linked Product Record(s).

AUCD recognizes that product dissemination often occurs through informal means, such as telephone calls, encounters out in the community, requests submitted via Web sites and e-mail, and other less easily defined activities. For this type of product dissemination, AUCD recommends that a single Activity record be used, to which products can be linked and quantities disseminated can be updated continuously throughout the reporting period. For that Activity record,

• A general descriptive title such as "On-going dissemination for FY200X" may be supplied.
• Notes may be made in the Brief Activity Description field to explain that the record captures informal product dissemination, which is not captured through specific activity records.
• For the "Type of Action" field, the best option for the subject of the product(s) should be indicated.
• The same is true for the Area of Emphasis.
• For Types and Numbers of Participants, "Not Applicable" may be selected if the many different recipients of the product(s) through informal channels cannot be categorized or were not tracked and are not known.
• If the product was disseminated in collaboration with one or more agencies, that may be indicated in the Collaborating Agency(ies) field; if the informal dissemination is all being done unilaterally by your program, "Not Applicable" may be checked.
• For the Affiliated Projects fields, either "No Project Affiliation" may be checked or, if all of the informal dissemination is supported by a particular staff position that is funded through a particular project or projects, the appropriate affiliation may be indicated.
• Finally, for Activity Duration, "Not Applicable" may be selected or, if that information is tracked, the actual time spent responding to all informal requests for a product for an entire reporting period may be indicated.

To eliminate the possibility of double, triple, or quadruple counting a single activity in the UCEDD Annual Report function in NIRS, each Activity can only have a single core function (thus the radio button instead of a series of check boxes). If an activity truly fulfills multiple core functions, a separate Activity record would have to be created for each appropriate core function.

Yes. NIRS provides a repository for FY aggregate numbers and NOT a record for each individual client/visit.

In Direct Service Activity Records, the client or consult information is most appropriately captured in the Client Consults/Contacts sub-forms. Data in these sub-forms feed standard reports on direct services.

• Failing to place data in these sub-forms will result in undercounting of direct services.
• Duplicating this information in "participants" will result in double counting in the UCEDD Annual Report function in NIRS.

In the Activity dataset, collaboration options are limited and closely match the reporting requirements of MCHB. The Projects Dataset provides a larger list of collaborators. The more extensive list of possible collaborators was placed in the Projects dataset because (a) projects subsume activities making that dataset a more logical location for capturing summary collaboration information and (b) funding agencies tend to be the most keenly interested in collaboration (i.e., leveraging of dollars) so it made sense to put it in the same dataset that contained funding information.

No. In order to optimize use of the function by users of multitude of word processing programs, no formatting is supported in the text boxes.

AUCD recommends that within text boxes, Centers might:

• Off-set headings using ALL CAPS or extra line breaks
• Create bullet-like marks using asterisks, lower case letter "o," or hypens.

Centers may also attach documents containing graphics, photos, etc. using the "optional attachments" function available in the "Cover Page data entry form."

Yes, NIRS requires a separate Project Record for each year. Because projects span multiple years, Centers use the "save as" feature to copy records from one fiscal year into another. To create a new fiscal year Project Record for a multiyear project, first find the project using the "List/Edit" or "Search" functions. Second, click on the "View" button to display the Project Record. Third, click on the Save As button in the upper right corner of the screen. A Project Record entry form, pre-filled with the project information, will be displayed. Modify this form as necessary for the current fiscal year and click Save.

Centers may use their own judgment in determining how to apportion total project funding over multiple fiscal years or when the project funding period does not run from July 1 through June 30. For example, if a project is funded over three years with funding disbursed each year on October 1, Centers typically chose one of the following options: (a) he Center may elect to report the full funding amount in each of the July 1-June 30 reporting periods in which funding is disbursed on October 1, even if the funding actually spills over into additional fiscal years (or reporting periods) or (b) The Center may elect to pro-rate the figures to reflect the actual funds captured in each of the July1-June 30 reporting periods.

The Project Code is a set of characters that various Universities assign as new projects/funding enter the university system for accounting and tracking purposes. NIRS will accept alphanumeric entries in this field. If your Center does not use project codes, the "No Project Code" box should be selected.

No. A Product Record can be linked to an Activity Record which can, in turn, be linked to a Project Record. Links can be made in the following ways:

• Add a Project Record to the database first, then create an Activity Record, and link it to the Project Record. You may also link an existing Product to the Activity Record.
• Add a Product Records, then either create a new Activity or go to an existing Activity and link the Activity to the Product.

Indirect costs should be in the total funding of the project, as (a) AUCD would like to demonstrate to our Federal partners and Congress the total amount of funds that the network pulls in and not how much Universities keep (especially since indirect cost arrangements will vary between programs and, within programs, can vary between projects) and (b) technically, the indirect costs funds do help support projects, even if not directly, by supporting general overhead needs.

No. Although "in kind" support does have value, the Project record should only reflect the amount of tangible funding (direct costs and indirect) obtained.

The tables in the annual report are automatically populated with information from a Center's current fiscal year using data from all of the NIRS datasets (Goals, Projects, Activities, Products, and Trainees).

No, we strongly recommend composing any narrative responses in a word processing program and then pasting the "spell checked" text into the text boxes.

Alternatively, there are a number of browser plug ins to use for each data entry field:

Internet Explorer: http://www.iespell.com/

FireFox: http://www.wikihow.com/Install-a-Spell-Checker-Into-Newer-Versions-of-Firefox
After installing, go to Tools > Extensions > click on "Spellbound" > Options to set your preferences. You can put a button for it on the FireFox toolbar by right-clicking the toolbar and dragging its button to the toolbar.

Note: Although FireFox 2.0, which came out in late 2006, has built-in the option to underline misspelled words (similar to the the option in MS Word), it doesn't have an interactive spell check option that allows you to replace or ignore words that it finds. You can use above plug in for this option if the underlining itself isn't enough.