KERS LYNC Training – FAQs
How do I log on to KERS?
You log on to KERS using your Link Blue username and password. As you change your Link Blue
credentials on a regular basis, this will automatically be updated in KERS as well.
How do you edit information in KERS?
Once you have submitted data, the information that you submitted will appear in a table/chart
format. You can click on “edit” or “select” (located to the left of the table). Once the templates
appear, you can make any necessary changes to the data.
How do you enter information? Can you just copy and paste information into the templates
of the new system?
You can type the information directly into the templates or (for those boxes requiring more
text) you can prepare the information in a Word file, then cut and paste the data into the
What is the difference between an impact statement and a Success Story?
A Success Story is the new name for what we have called an "Impact Statement" in the past.
They should contain the same components (i.e., a brief description of the issue/problem, what
was done to address the problem, what was the success/result). Success stories should also be
closely aligned with the county Plan of Work.
How do we make sure that we are submitting success stories that align with our Plan of
Once you have entered data for the Plan of Work, you will then be able to submit a success
story that fits under a specific program plan that is a part of your Plan of Work. When adding a
new Success Story, you will notice that the system asks for the selection of a “Program Plan”
(from your Plan of Work). Be sure to review the projected outcomes and evaluation
components of your Plan of Work. You want to write a success story that clearly communicates
the desired results the program in the Plan of Work aimed to achieve. The information you'll
need to submit for a Success Story is essentially the same as an Impact Statement. The only
difference is that you will need to select whether you are reporting a Success Story that is
associated with an initial, intermediate or long-term outcome (as listed in your Plan of Work).
You can still submit Success Stories that are not related to the POW. In this case, for "outcome
type", you would select "unrelated to initial, intermediate or long-term outcome".
We have always submitted 5-7 Impact Statements each year. Do we now have to submit 5-7
initial, 5-7 intermediate and 5-7 long-term success stories?
No. Agents will continue submitting 5-7 total success stories. However, each will need to be
categorized as an initial, intermediate or long-term success story.
Will a “direct contact” be the same in KERS as defined in CATPAWS?
We will continue defining direct contacts the same. In your statistical report, direct contacts
include all clientele where educational information is exchanged and clientele can be identified
and quantified, such as: meetings, workshops, telephone calls, office visits, e-mail/list serve
mailings, and farm/home visits.
I keep accurate records of everyone who receives my newsletter (i.e., their race, gender, and
ethnicity). The newsletter also contains in-depth educational information about topics
pertaining to my program area (e.g., 4-H, ANR, CED, FCS, Fine Arts). Can I count the recipients
of my newsletter as direct contacts?
Yes. As long as the newsletter contains relevant educational information and you keep up-to-
date records of the race, gender and ethnicity of the recipients, they can be counted as direct
contacts. If you do not have this on file and are unable to provide this documentation, then
they should be recorded as indirect contacts.
In reporting statisticals, do we report race and ethnicity for each direct contact?
Yes. For example, a contact would be White Non-Hispanic, White Hispanic, Black Non-Hispanic,
What is an “indirect contact”?
Indirect contacts include those individuals exposed to Extension information through web hits,
web downloads, social media, indirect interaction at public events, etc. In other words, indirect
contacts may have access to the information we provide, but we can’t document their race,
gender and ethnicity.
I have a newsletter that goes out to 2,000 individuals. I have the race, gender and ethnicity of
1,000, but I am not sure of the other 1,000 individuals. Do I just count them all as direct
contacts or indirect contacts?
You can only count the 1,000 as direct contacts. Unless you follow up again with the other
1,000 to determine their race, gender and ethnicity, the remaining 1,000 can only be listed as
I conduct several radio shows and a few TV shows each year. I am always provided with a
number of the estimated listening or viewing audience. Do I count these as indirects?
Yes. There is no possible way to accurately determine the race, gender and ethnicity of these
individuals. These numbers would be submitted as indirect contacts.
What is the best strategy for gathering all of this statistical information? I don’t feel
comfortable asking the participants.
You should always provide an attendance roster at meetings and other events sponsored by
Extension (a revised version of a sample attendance roster can be found on the Program & Staff
Development website under the “Affirmative Action” tab). As people sign in, they then have the
opportunity to self-identify with the categories provided (i.e., race, gender, ethnicity). If a
person does not complete the attendance roster, then you can make a guess (be as accurate as
possible), based on your observations/interaction with the individual(s).
What if I am on a phone call or receive an email and cannot determine the race, gender, and
Again, you will need to use your best judgment. Consider all of your resources. Oftentimes,
looking at the ‘name’ can help in determining gender. If you are unsure of the race and
ethnicity, your best alternative may include going with the majority group. In other words, if
the majority of your contacts are a certain race/ethnicity, then that is most likely your best
In regard to agents, what about phone calls, emails, walk-in clients, or home/school/farm
visits? These are not actual ‘meetings’. How do we count these contacts?
It is obvious that not every activity will be as specific and captured as precisely as others.
However, the new system does accommodate for reporting contacts for phone calls, office
visits and farm visits. You can compile all of your phone calls, emails, and office visits under a
single PAC Code. We do ask that you be very specific when it comes to programs, but with
activities such as the case with phone calls and walk-ins, you will most likely have to select a
broader PAC code that covers those things that you address relating to your program area.
I understand that activities, such as phone calls and emails may be combined, but what if you
do several programs in one day? Would you have to enter another record for each program
since they would most likely fall under different PAC Codes?
Yes. Programs would have to be entered separately. When selecting PACs for programs, they
should be as specific as possible.
How would we enter time beyond the 12 hours that may be worked in a single day?
The maximum number within the statisticals (days) drop-down menu remain at 12 hours which
accounts for the 1.5 Extension ‘workday’. The vast majority of our program efforts (exchange of
educational information) will occur within this time. However, in those cases where you want
to report additional time beyond the 12 hours, you can go back in to the service log, select the
same day and submit another meeting/activity/statistical report.
Where are out-of-state expense allowances (i.e., per diem) found?
There is a link at the top of the Service Log page. If you click on the link, it will take you to the
website that provides per diem rates for national and international cities.
In the past when updating or changing our Plan of Work, we have had our staff assistant
enter the changes. Will this still be possible in the new reporting system?
We are following university guidelines by using the Link Blue log-in. For security purposes, staff
assistants will no longer be allowed to sign on as an additional user in order to enter reports for
agents/specialists. If staff assistants are to enter data, someone will have to log on for them and
then allow them to enter data.
How are we to report priority indicators? It appears as if they are reported by individuals,
but still generated as a county report.
In the past, you may recall receiving an email (in August) indicating that the Priority Indicators
are due. The Priority Indicators will now be available for agents to complete throughout the
year. Agents can continue working together to submit a combined report. If one combined
report is submitted on behalf of the entire county, then only one agent should submit the
priority indicators data for everyone. Another option is for each agent to submit her/his own
data individually. The KERS system will compile the numbers automatically by county. If you
want to keep track of the numbers you submitted as an individual, you will need to log on to
KERS and review your submitted (Priority Indicators) data under the “Reports” category (found
on the left side of the KERS home page).
Will agents be able to submit Featured Programs throughout the year as well?
Yes, agents can enter their Feature program data at any time during the year.
Where do we report SNAP-Ed hours? Nothing is in the new system for this reporting.
SNAP-Ed reporting will be added and more information on how to report SNAP-Ed hours in
KERS will be provided soon.
Where do we enter the 2011-2012 reports…into CATPAWS or into KERS?
All reports for the 2011-2012 year are to be submitted into CATPAWS. The data will be
transferred into KERS. Any reports submitted for the 2012-2013 year will be submitted using
Does the KERS system "time out" on us like the CATPAWS system currently does?
No. There is no timer in KERS. Once logged on, you have access until you log out.
Once CATPAWS is eliminated, will previous years information be archived/available
Yes, all data from previous years will be archived on a page similar to our CATPAWS reports
What happens if we have questions when using the system? Who do we contact?
Please send emails to KERS-HELP@LSV.UKY.EDU