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Data Collection TrainingEITC Campaign
Site Coordinator Training
January 10th, 2007
Steve Spiker
Urban Strategies Council
Introduction and Overview
General Overview of Data Collection Process
Confidentiality Waiver
Survey Administration
Data Back-Ups
Asset and Operations Data
The Confidentiality Waiver
Client receives confidentiality waiver during intake process.
Confidentiality Waiver has two purposes:
1. Authorize the release of Tax Return Data to Urban
Strategies Council, in order to help improve services
2. Authorize the release of contact information for follow up
in regard to additional services requested
The Confidentiality Waiver
The Confidentiality Waiver
The Confidentiality waiver separate to the Intake Form this year.
Make sure filer reads the waiver and understands it.
Have the filer initial the form only if they DO NOT want their data used, the preparer
will then need to initial the form as a witness.
Preparer must initial the form to say they have explained the waiver even if the filer is
happy to have their data used.
The “Confidentiality Waiver Tracking Sheet” should be used to keep a record of
clients who do not want their data backed up, this requires SSN and date of tax
preparation
Keep the survey and waiver on site until the end of the tax season. Hard copies will
then be sent to Urban Strategies Council as records
Survey Administration
Tax Filers receive copy of the survey during the Intake Process
Survey is separate to the intake form Screeners or Preparers can circle the responses
on the hard copy, a Preparer enters the survey responses into the Taxwise Software
Ask the survey questions one at a time and let the filer know what answers they may pick from
Survey Administration
Survey Administration
Survey Administration
7a. Do you or anyone in your household have a disability?YesNoDecline to answer(answer to be recorded with 7b)
7b. Can we keep your contact information to send you notices about our services in the future?1 Yes(disability) + Yes(contact)2 Yes(disability) + No(contact)3 Yes(disability) + Decline(contact)4 No(disability) + Yes(contact)5 No(disability) + No(contact)6 No(disability) + Decline(contact)7 Decline(disability) + Yes(contact)8 Decline(disability) + No(contact)9 Decline(disability) + Decline(contact)
Survey Administration
Once survey responses are circled on the Intake Form they can then be entered into the Taxwise software
Survey questions are in the 1040 Individual Form, in the “Preparer’s Use Field”
All possible survey responses for each question are already programmed into Taxwise by a site coordinator
Response codes are listed on the survey
Survey Administration
Survey Administration
Survey Administration
Survey Administration
Survey Administration
Inform filers of purpose of survey
to provide better services in future
to help us understand the needs of our clients
to ensure the program continues- we need to show how useful this is!
Answers in the survey will not be sent to the IRS – kept in the strictest
confidence
Make sure that filers know they can refuse to answer the questions
Fill out the hard copy survey which is separate to the Intake Form
Preparers then enter the responses into Taxwise
Data Back Ups
Back Up should be performed on a computer that contains all the
returns.
Back Up is done in the Taxwise software – it’s an option.
Do not back up data for clients that do not want to release their tax
data.
Select drive and directory where back-up will go.
Email or copy files to a disk or CD
Send data to Urban Strategies
Data Back Ups
Overview of Steps in Taxwise “Tools” Menu “Backup to Disk…” Backup Options “Regular Backup” Select Users Select Filers; make sure to select filers only who
have permission to have their data backed up Select backup to a directory of your choice
Data Back Ups
Data Back Ups
Data Back Ups
Data Back Ups
Data Back Ups
Data Back Ups
Data Back Ups
Back Ups Sending Back Ups to Urban Strategies Council
Send the back up by either email or by “snail mail” on a disk or CD.
Email is the recommended method.
Postal and Email Addresses are listed in the “Data Collection
Instructions”
Mark the contents of the package as “Confidential”
Include the following Information with each backup:
Site:
Date:
Prepared by:
Number of Disks:
Back Ups
Sending Back Ups to Urban Strategies Council (cont.)
Please “Zip” the back up files into one file if your site has that
capability
If you choose to use disks or CDs, make sure that you have
enough blank formatted disks for the back up.
If you do have multiple disks, make sure to number them
Back ups are required after the first day of operation.
Then, required once a month – not every week!
Operations and Asset Building Data
General Operations and Asset Building Data are to be collected.
Two spreadsheet are included in your packet and explained in detail in
the “Asset and Operations Data” section of the “Data Collection
Instructions”
Site Coordinator is responsible to collect the data
Data is sent to Urban Strategies twice during the campaign, after an
initial “trial” data collection
Summary
Confidentiality Waiver
Survey Administration
Data Back Up
Asset and Operations Data
Questions or Comments?
Steve SpikerThe Urban Strategies Council
http://www.urbanstrategies.org/programs/econopp/vita/vitadocs/vitadocs.html
