Tool 10: Sample Data Request Letter Dear [Person at agency], We are with [organization] and are working to expand summer meals participation in our state. We plan to conduct an evaluation to determine if we are being as effective as possible and would therefore like to request that you share the following data with us. We welcome the opportunity to discuss this request and our broader evaluation strategy with you at a time and place convenient to you. To help us conduct our evaluation, we would like the following information if it is relatively easy to obtain or gather and make available: Website hits to the site listing free summer meals hours and locations on a day-by-day basis and comparable information for recent years. Number of telephone calls to the hotline giving out information about free summer meals on a day-by-day basis and comparable information for recent years. Any information collected by the hotline or website about the location of the person making the inquiry and how they heard about free summer meals. Participation rates for each summer meals site on a day-by-day basis, broken down by meal types. Number of days each site served food, along with first and last days food was offered. Description of each summer meals site. (E.g., is it at a pool, elementary school or camp? Is it open to everyone, or does it require registration?) Similar list of summer meals sites for the previous summer or two, or changes in the number of sites of each kind from last summer to this summer. Change in the number of days each site is serving food from last summer to this summer. Data about the number of young people eligible for free and reduced price school lunches over time. Data about participation in free summer meals, ideally from the past ten years, along with information about how many sites there were and how many days of service were offered each summer. Can we please set up a meeting or telephone call in which we discuss whether each of these kinds are data are available and what the This tool is a part of the Summer Meals Evaluation Toolkit created by Share Our Strength. Please visit http://bestpractices.nokidhungry.org to find the full Toolkit.

Sample Data Request Letter

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Tool 10: Sample Data Request Letter

Dear [Person at agency],

We are with [organization] and are working to expand summer meals participation in our state. We plan to conduct an evaluation to determine if we are being as effective as possible and would therefore like to request that you share the following data with us. We welcome the opportunity to discuss this request and our broader evaluation strategy with you at a time and place convenient to you. To help us conduct our evaluation, we would like the following information if it is relatively easy to obtain or gather and make available:

Website hits to the site listing free summer meals hours and locations on a day-by-day basis and comparable information for recent years.

Number of telephone calls to the hotline giving out information about free summer meals on a day-by-day basis and comparable information for recent years.

Any information collected by the hotline or website about the location of the person making the inquiry and how they heard about free summer meals.

Participation rates for each summer meals site on a day-by-day basis, broken down by meal types.

Number of days each site served food, along with first and last days food was offered.

Description of each summer meals site. (E.g., is it at a pool, elementary school or camp? Is it open to everyone, or does it require registration?)

Similar list of summer meals sites for the previous summer or two, or changes in the number of sites of each kind from last summer to this summer.

Change in the number of days each site is serving food from last summer to this summer.

Data about the number of young people eligible for free and reduced price school lunches over time.

Data about participation in free summer meals, ideally from the past ten years, along with information about how many sites there were and how many days of service were offered each summer.

Can we please set up a meeting or telephone call in which we discuss whether each of these kinds are data are available and what the easiest ways would be for us to obtain them?

Thank you so much for your help and we look forward to working with you on this issue.

Sincerely,

[Your Name]This tool is a part of the Summer Meals Evaluation Toolkit created by Share Our Strength. Please visit http://bestpractices.nokidhungry.org to find the full Toolkit.