Report Forms

When to record, what to record, where and how?

Our school teams do many wonderful activities and we need to capture as much information about them as possible. Once trainings have taken place, we recommend that you record everything for that week by the following Friday. This is very important as sometimes updates are needed each week, especially during the legislative session, and we need to show our progress. Also, as soon as you have some information, it is always better to send it right away and establish a routine so you don't forget. Below are some tips to give you a better understanding.

Tips for completing report forms

A good rule of thumb for recording is thinking in terms of events and not so much as activities. For each event you will fill out one form for each category.

For example, if your event is one day you talk to several classroom activities, you can record as one event and fill out one report form.

If in your event you talk to one classroom, one adult group and one community group, you will fill out one report form for classroom, one for adult, and one for community. If you present one classroom activity in the beginning of the year, such as October for Red Ribbon week, and another classroom activity a month later, such as November for Great American SmokeOut, then you would complete 2 Classroom Activity Reports.

Once you have any completed parent, individual, organizational, or petition support forms, don't forget to record on appropriate activity report forms and submit all the original support forms to your Outreach Coordinator.

List of examples and how to record

1) Examples of as-one-activity:

a. A group of students from the same team split up to visit different businesses asking them to sign a tobacco-free policy = Community Activity Report form.
b. If your team completes all three presentations on the same day = Community Activity Report Form, Adult Activity Report Form, Classroom Activity Report Form.
c. During Red Ribbon week students read announcement over intercom everyday = Classroom Activity Report form.
d. Students display posters/banner in their community for a specific community event = Community Activity Report form.
e. You display posters/banners again later in the year for another event = Community Activity Report form.

2) How to record activity numbers:

a. For your classroom presentation you will record both the number of students and the number of adults who are in the classroom during the presentation.
b. When you do announcements over the intercom or have some large group activity such as an assembly, you will record the number of students and teachers in attendance that day.
c. If your students offer an event such as Protect Us Not Tobacco (PUNT) or Tobacco Free Throws, you will first record the number of people in attendance but do not have to fill out the demographics. Second, record the number of people participating in the event and/or the number of people who sign a support form.
d. If you present at a health fair, you will record only the number of people you make contact with during the health fair. The best way to do this is to have people sign a support form. Other options include counting the number of educational pieces you handed out or keeping a running tally of individuals you spoke to during the health fair and reporting that total at the end of the day. NOTE: You cannot count everyone who attended the health fair as not everyone will visit your booth. Please, count only the individuals that have established contact with you during the health fair.

3) What are media and how to record?

a. Media can be radio, TV, newspaper, billboards, and school newsletter. To record, you will fill out a Community Activity Report form. Under the "What did you do?" section fill out the following:
• # number of ads
• # number of times the ad ran
• the name of the station or newspaper. Write down the audience/readership if available.
• For billboards, it would be the number of billboards and how long the billboard was posted.

b. If your Outreach Coordinator helped to set up your media activity, they will be able to fill out this section.

4) Frequently Asked Questions:

1) How many Smokebusters students must be present to be classified as a Smokebusters activity? You must have at least one Smokebusters student that participates in the activity. Mentors such as yourself are wonderful and a great asset to the success of this program. However, just like school, it’s not about the teachers, it's about the students and what they are empowered to accomplish. So if you are working on a press release, news story, etc please have at least one of your Smokebusters students assist with the article.
2) Can schools do more than the three recommended activities? Yes, in fact we would encourage your teams to do as many as they would like to do.
3) When is the deadline for activities to be done? All required activities must be completed and report forms submitted to your Outreach Coordinator by April 1st of each year. You may and are encouraged to do more activities after that date. The report forms for the activities after April 1st should be submitted as soon as possible or no later than one month after the activity has occurred.
4) When can I begin completing and submitting activity report forms? You can begin recording activities and submitting report forms as early as August 1 of each year.
For other questions please refer to your Outreach Coordinator.

Legislative update
When our program gets funding from the state government, it is important that we make contact and educate state officials on what we are doing, so they will continue to support us in the future.
We would like our teams to send at least one e-mail, note, or thank-you letter to their officials during the year. The note would simply state something to the effect of:

Dear Honorable ______________ , thank you for allowing funds for the Tobacco Use Prevention Program. Our team has done_____________________ (share something you have done in your Smokebusters program, such as attended a training, presented in a classroom, etc) this year and it was very informative. Thanks again for the funds.
Signed ________________ Smokebusters team.

Report Forms
Advocacy Action Plan
Policy Tracking Form