How do I access the Extension Data Portal?
To access the Extension Data Portal, open the following link in a browser such as Google Chrome, Firefox, or Microsoft Edge: https://go.osu.edu/Engage-EDP
Click on “Log in with OSU Web Login Service” then log in with your OSU credentials. Multifactor authentication (BuckeyePass) will be required.
Access to the Extension Data Portal requires completion of Institutional Data Policy training, available in BuckeyeLearn (http://go.osu.edu/idp-enroll), and the Engage: Extension Data Portal training in Carmen Canvas (https://carmen.osu.edu/).
What training is required before my EDP account is activated?
Access to the Extension Data Portal requires completion of Institutional Data Policy training, available in BuckeyeLearn (http://go.osu.edu/idp-enroll), and the Engage: Extension Data Portal training in Carmen Canvas (https://carmen.osu.edu/).
What is the difference between the Extension Data Portal and Interfolio?
Interfolio is the university’s replacement for Vita (faculty information system). The Extension Data Portal is OSU Extension's replacement for the Extension section of Vita. The Extension Data Portal does not track scholarly work that were previously entered into the Elements side of Vita (e.g., publications, funding, service, academic courses, awards, etc.). Interfolio is currently used to track scholarly work for faculty and will likely be used in the future for staff.
How do I track Individual Instruction?
One Individual Instruction record should be created for each Topic/Theme. A single record can be used for a range of dates, for example one record for each month. Records should not be longer than one year and Start and End Dates should be in the same calendar year. Participants should be counted as number of contacts during the time period, e.g. a single person receiving individual instruction twice during a time period should be counted as 2.
For example, create one record for each of your 3-4 Themes/Topics for January 1st through 31st, 2024. At the end of the month, enter the total number of participants for each theme. The following month, clone each of the 3-4 records and update the dates to cover the month of February, then enter contacts for that date range and theme.
How do I record ____?
Peer-to-peer instruction , such as a presentation at a professional organization's national conference, will be tracked in Interfolio. Conference activities with peers can be tracked in the Extension Data Portal as Operational Events.
Fair activities should be tracked based on the type of activity. If you are teaching at a fair, you should create an Educational Event. If you are promoting OSU Extension at a fair, you should create a Promotional Event.
A phone call that is instructional in nature would be tracked as individual instruction. Add the time spent and contact hours, then count the individual in the number of participants on an Individual Instruction record that covers the time period during which the call occcured and matches the topic or theme of the instruction provided.
A Series may be tracked as a single or as multiple records. Use the following chart to help determine how to record your series: go.osu.edu/engage_edp_series_decision.
How do I add or edit Demographic (Race, Ethnicity, Sex, Age) data on an existing Event record?
Navigate to the Event record page, find the Participant Demographic Data section on the right side of the page, click on the "Edit Participant Data" button, then follow the prompts. If any participant data exists for the event, those fields will be shown with existing counts. To add additional fields, click the applicable Race/Ethnicity, Age Group, Sex, or Other check boxes to make the relevant fields appear for data entry. Changes will not be saved until the "Next" button is clicked. If you did not track demographic data, please record the total number of participants in the Other/Did Not Specify field. Changes can only be made by the Owner of the record.
Additional information is available in the User Manual (https://go.osu.edu/Engage-EDP-Manual).
Why was my record flagged for review? how do I unflag it?
The "Records Flagged for Review" report located in the top section of the homepage dashboard shows any event records owned by you that have been flagged for review. Here are three reasons records might show up and what to do about it:
- Other Program: These events are categorized in an “Other” Program. There might be a Program that it fits into. Review the “Program Listing” tab in the EDP to see if there is an existing Program that fits, and if needed update the Program following the steps outlined in this video: go.osu.edu/Engage_EDP_bulkUpdateDemo
- Canceled Event: This event record was set as “Canceled.” This status should be used for events that you put hours into preparing for, but ultimately did not happen (for reasons like weather, funding, lack of attendance). These should be reviewed to ensure they meet the above criteria. If the record was made in error, it should instead be deleted (e.g., creating a test event). Learn more about deleting and canceling event records in this video: go.osu.edu/Engage_EDP_DeleteCancel
- Zero Contact Hours: These records have no contact hours listed. Contact Hours is the number of hours of teaching and should be greater than zero for any non-cancelled Educational Event and/or Individual Instruction records. To add Contact Hours, go to the Extension Event record page by clicking on the event record's name, then click the pencil icon next to Contact Hours on the Details tab. It is the fifth field from the top in the left column.
- Missing Engagements: There are no engagement records tied to the event, so no people (including you) are getting credit for that event. Use the "Add Team Member" button on the top right to add yourself and/or other team members.
- Test Record: This record, based on the name, appears to be a test record. Testing is great and encouraged, but please delete the test record when you are done!
Once you have fixed the issue, you can remove the record from your Flagged for Review list by unchecking the "Flagged for Review" box that appears on the left side of the record page, at the top of the Details area. This section only appears if the record has been flagged. You can unflag multiple records at once using the new "Flagged for Review" list views located on the Extension Events tab.
How do I report number of participants?
The number of participants should be reported using the Demographic (Race/Ethnicity, Sex, and Age) data fields. If you do not have demographic data, enter the number of participants using the "Number of Participants who did not specify" field that appears when you check the box under "Other."
For a single day event, simply count the number of people who participated and record those numbers in the demographic fields.
If you teach a series of events to the same participants (for example, a four week course with one meeting each week) and report it on a single Extension Event record, report the total number of expected participants, even if all of them did not show up to every single session. For example, if 30 people signed up and attended the first session, 28 showed up for the second, 30 showed up for the third, and 25 showed up for the fourth session, then your total number of participants should be reported as 30.
For individual instruction, the participant count should be the number of instructional instances with a person during that time period. So, if you report Individual Instruction monthly and during that that you have two instructional interactions with the same person, you would count them twice. So, if you teach Brutus once and Carmen twice, the number of participants you should report is 3.
What is the difference between Contact Hours and Hours Spent?
Contact hours is the amount of teaching time. This is for the Event as a whole, not just for an individual person, when co-teaching. Contact Hours is a required field on Educational and Individual Instruction Extension Event records. Hours Spent is the time spent by each Team Member involved with the event and includes everything from teaching time to organizing, set up, evaluation/analysis after the fact, and more. Hours Spent is an optional field on Engagement records. Here are definitions for the two fields:
- Contact hours: The number of hours of teaching. Used for Educational Event and Individual Instruction records.
- Hours Spent: Time that is actually spent on the event, including preparation. Round to the closest hour. This field replaces the previously tracked “Days Spent” and is used in fiscal reports for NIFA.
How can I save time when entering data?
Download the OSU Extension Guidance for Efficient Entries in Engage here:
go.osu.edu/Engage_EDP_DataEntryTips
How can I aggregate records in my Teaching Table reports?
The Annual Summary dashboard includes an Extension Teaching table which lists all events that you are linked to via a Team Member Engagement where you checked the Teaching/"I taught/I will teach" box. These are the same events that will be sent to your Extension teaching summary in Interfolio if applicable. Use the My Teaching Table Cleanup List View on the Engagements tab (click "Engagements" on the top navigation bar, then change the list view at the top left side of the page (defaults to Recently Viewed) to My Teaching Table Cleanup) to quickly clean up your Teaching Engagements. The calculated "Report Title" field shows how each Engagement will show up in your reports and Interfolio. You can clean up your teaching in the following ways:
- To remove items from your teaching table. Simply uncheck the box in the final "Teaching" column.
- To add Themes to label your events and group Individual Instruction. Select one of your Themes in the 6th column. Themes must already be set up on the "My Themes" tab.
- To aggregate Educational Events by naming them the same thing. Check the "Override Event Name" box and add a "My Event Name" that is identical for each Event you would like to be grouped into a single row. For example, if you have three events called "RMRW," "RMRW Franklin," and "Real Money January" you could set the "My Event Name" field to "Real Money. Real World." for each of those three records and check the "Override Event Name" box on all three of them. Once you click Save, you will see the Report Title will match for all three and will then be rolled up into a single row on your Teaching Table.