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Georgia Counts Frequently Asked Questions

When do I report a Standard CEU Program vs. a Presentation?

A Standard CEU Program is a formal program or presentation that meets the five CEU standards as set by the Board of Regents. These standards are listed below:

  • Program must be one hour in length even if you are reporting less than an hour for your teaching time.
    • School programs less than one hour qualify because they are a part of an overall school day program that is much longer than one hour.
    • School Club Meetings qualify as Standard CEU Programs but should be recorded under the ‘Club Meeting’ delivery method instead of ‘Standard CEU Program.’
  • Program must be planned to meet the educational needs of the group utilizing sound educational practices. Plan must include an evaluation component.*
  • Program must be an Extension sponsored event.
  • Program must have an individual registration procedure, with the registration list kept on file in the county office.
  • A file of program materials, including a summary of evaluations (if appropriate) and a registration list of participants must be kept on file for 3 years.
    • These files are subject to audit by UGA and Board of Regents officials.
    • Program materials may include, but are not limited to: printed programs, agendas, lesson plans, written descriptions of the materials taught, promotional items, handouts, etc.
    • Consider this file your program archive.

Evaluation Note: There are many ways to meet the evaluation criteria. Agents use many methods to measure satisfaction, knowledge gained, and/or practice change. Sometime they measure limited items. Not every activity has to be evaluated. For some 4-H programs such as the evaluation, comparison and judging programs, the concluding contest serves as an evaluation instrument. School club meetings are not usually evaluated separately but evaluated collectively as a single program at the end of the year. The intent of this requirement is that every standard program activity be a part of an overall evaluation plan.

A Presentation is a formal program or presentation that does not meet all five of the requirements of a Standard CEU Program or a Club Meeting.

What do I report in GACounts Accountability Reporting?

GACounts v3 is intended for faculty, staff and volunteer reporting. Many employees (faculty and staff) perform tasks that are not captured in GACounts. We recognize that GACounts was not designed to capture everything we do. Please refer to the “Report Categories” section on the Help menu for a list of minimum reporting requirements.

We have lots of activities that prepare the stage for items that are entered into GACounts. These activities include planning time, attending association conferences and participating on a committee. These items can also be reported in GACounts but are not required.

Special Note to Administrative Assistants:

  • If an administrative assistant is reporting the work of their supervisor, they should use the impersonation function of GACounts. Click “act on another’s behalf” at the top of the main screen.
  • Administrative assistants may be asked to report certain office summary reports under their name and this is acceptable.

Is there a deadline for when reports should be submitted?

The reporting deadline is the 10th of every month. You should report all activities for a month by the 10th day of the following month. This date is important for developing monthly university, state and federal reports.

If you miss the deadline, your data will not be included in that month’s report. However, you should still enter the data even if you miss the deadline so it can be included in a later report.

Remember that if you are sharing a record with another faculty member, they cannot complete their reports until you enter the original record. Any shared reports that you are entering on behalf of your coworkers should be entered ASAP and not wait until the deadline. If you want until the deadline, your coworkers will miss the deadline.

When are teaching hours required to be reported?

Teaching hours are required to be reported when a formal educational activity occurs. This would be when you use the following report types:

  • 4-H Club Meeting
  • 4-H Specialty Club Meeting
  • Presentation Adult
  • Presentation Youth
  • Standard CEU Adult
  • Standard CEU Youth

Teaching hours are collected for the sole purpose of reporting CEU’s to the Office of Public Service. According to the Board of Regents guidelines, we can only report CEU data on formal programs. These guidelines also require us to collect this information on each individual presentation.

What is a sub-report and why do I have one?

When viewing your list of reports on the home page, the sub-report is listed beneath the ‘Your Reports’ section under. Your 10 most recently filed ‘sub-reports’ are displayed on the home page. The editor is the originator of the activity and this person can be identified under the same section as mentioned above.

To get a complete list of everyone with whom a report is shared, you need to view the submitted activity by clicking the title of the activity. The next page will list the names of everyone that is tied to this record under the ‘Collaborators’ section.

What is the difference between the ‘Number of Hours of Formal Instruction Each Participant Received From You’ and ‘Total Length of Program?’

  • ‘Number of Hours of Formal Instruction Each Participant Received From You’
    • This is not the total hours of all sessions; it is the time you spend with each participant.
    • If I taught 10 4-H club meetings that were one hour long and each had 25 kids then, my time with each contact is equal to one hour, not 10 hours. My number of sessions would equal 10. My total contacts would equal 250.
      I taught 250 kids for one hour in 10 separate programs.
    • If I taught a three part course to the same 10 people and each part was one hour long, then I would enter three hours of instruction with each contact. I would also enter 3 sessions and 10 total contacts.
      I taught 10 people for 3 hours in 3 separate programs.
  • ‘Total Length of Program’
    • This is the total amount of time that a contact was involved with this activity including formal instruction time and non-formal program time.
    • This time should be reported in hours.
    • In the event of a multi-day program, the ‘Total Length of Program’ should equal the number of hours of all sessions combined. You would also enter a number > 1 for the ‘Number of Sessions’ field.

How can I find a summary of my county’s contacts, number of sessions, hours of teaching, demographics …etc.?

To find this information you will need to pull a Summary Report. Follow the instructions below to complete this task.

  • Click on ‘Pull Reports’ in the left hand side menu.
  • Click on ‘Summary Data Report’.
  • Do not enter a time range if you would like to see your counties entire history of activities. If you only want to see a specific time span then enter it into the ‘Date Begin’ field.
  • Select the appropriate county of personnel if you want to see only activities that the county’s personnel have contributed to or select the county activity if you would like to see the all Activities occurring in your county.
  • You may choose other information if desired.
  • Hit ‘Search’ at the bottom of the screen and a report will be returned.