Updates to Program Sessions

In order to adjust PEARS to accommodate the new version of the EARS report, we're starting to make some changes to how we collect data. The first change is how we collect information regarding sessions in a program activity.

With this update, we will track each session individually instead of collecting session information by asking for the number of sessions and average session length. You will need to click the button under the first program session to add a new one. You can add as many program sessions as you need.  For each session, you will select a date, an optional start time, enter the length in minutes (required for SNAP-Ed), and annotate if the session used interactive multimedia.

From there, the system starts to compute a wide area of numbers, such as the start and end date of the program activity, so you don't have to enter those fields anymore.

There are a few other changes, besides data entry forms. First, we had to migrate past data from a count of sessions, to individual sessions. The logic we used for this migration goes as follows:

  1. If the program activity had only one session, we created one session with the date set to the end date of the program activity.
  2. If the program activity has two sessions, we created one session with the date set to the start date and one with the date set to end date of the program activity.
  3. If a program activity had more than two sessions, we created one session with the date set to the end date of the program activity, and the rest with dates set to the start date.
  4. If a program activity was not SNAP-Ed related and had more than 20 sessions, we summarized the data and only added one session, as these tended to be one on one meetings with individuals (which the demographics captured).


Second, we wanted these sessions to be "time-zone aware", meaning that if you chose a start time for a session, it would factor into whatever time zone you are in. We were able to set a time zone for users based on the state they were in, for the most part. If you want to check your default time zone and change it, you can do that under "Manage Account" (which you'll find by clicking your name in the upper right-hand corner).

As always, if you have questions, please contact the support team at pears@oeie.ksu.edu or 785-532-5138. We're here, and happy to help any way we can!

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  • Email: support@oeie.org

    Phone: (785) 532-5138

    Hours: Monday - Friday, 8:00 am - 5:00 pm Central Time

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