Welcome Leaders! Your activity reports keep us up to date on what you’ve been accomplishing all over the country and provide valuable data for our communications and grant writing/reporting! In response to your requests, we’ve created this handy guide to help you navigate the activity report form and answer your questions.
This is how to categorize your activity according to Broads’ mission and the key issue addressed in your activity:
- Key Issue: A required field adapted from the Broad Focus field covering the main issue addressed in your activity; select a single choice that is the best fit.
- Activity Type: A simple drop-down list where you pick the best fit option for your activity. One detail that may be confusing is that there is an Outreach and Education option and a Training option.
- The outreach and education option is for activities where you/your chapter is giving out information to the general public.
- The training option is for your own development as a leader and advocate, such as Broads trainings and leadership calls, workshops and conferences, principally to increase your own or your chapter’s knowledge and skills.
- There are no ‘other’ options for the fields above, we ask that you try to pick a best-fit option for each of them.
- Key Partner(s) is an optional text field to enter partners that were especially valuable to the activity’s success. Please enter multiple partners separated by commas, such as “Sierra Club Prescott Chapter, Center for Biological Diversity,…”.
Landscape & Uploads fields
This section helps us keep better track of what public lands you’re working on:
- Landscape or Area is a pretty comprehensive list of over 1,800 federally protected areas, including wilderness areas, national forests, parks, monuments, grasslands and wildlife refuges. Note that proposed, state and other non-federal protected areas are not in this list. Since the list is so long, we recommend using the built-in search feature to use this field:
- Click on the field
- Begin typing the name of the area
- Select the area from the list
- If your area is not in the list, just leave this field blank and mention the area in the Activity Description.
- If you have more than one area you worked on, pick one here and mention the others in the Activity Description.
- If this field isn’t relevant for your activity, just leave it blank!
- Note: Many areas have units across states and/or agencies. This list shows every unit separately with the state or agency in parentheses such as Bears Ears (BLM) and Bears Ears (FS). Select the best fit, and if you aren’t sure don’t worry about it too much. (The total acreage for split listings is all inclusive, so it doesn’t matter too much).
- Landscape Size is the official size of the whole designated area in acres, automatically filled in when you select a landscape from our database. Sometimes, however, we don’t have the size of a landscape – so if this remains blank, you can enter it if you have it handy, or leave it blank.
This section allows you to enter quantifiable (countable) outcomes. You can add up to three different measurable outcomes.
- Measurable Outcome is what’s being measured, like trash picked up and postcards sent, and this drop-down menu includes an Other option to type your own. Since some activities don’t have outcomes, like meetings or rallies, the upload fields will only appear if you select Yes on this field.
- Units provides a few examples in a drop-down menu, with an Other option for you to type a specific unit.
- Tips: For some outcomes, the Units won’t apply, so you can leave it blank or select N/A. Attendee numbers at Broad-hosted events should not include volunteers. Broadband meetings and administrative calls/emails are NOT measurable outcomes.
Description and Debrief
This section allows you to flesh out the details of your activity:
- Activity Description should be useful details about the event itself, things like the 5 W’s – where, what, who, when, why.
- Reflect and Evaluate is your place to revisit the goals of the event, whether they were met, and your reflections on the planning, outreach, preparation and follow-up of the event. Think of this as the place to reinforce what went right and what didn’t for both your own growth as a leader and for us to see where successes and challenges arise for our chapters.
Hours and Participants
This section allows you to record volunteer pre-, during- and post-event hours, along with the number of volunteers.
- The page automatically multiplies the Activity Hours field, times the Participants field, plus the Post- and Pre-event Hours fields to give Total Hours.
- If more than one person volunteered pre- and post-event, just enter the total amount of hours for everyone combined.
- If you simply tabled or were a guest in an activity, only count yourself and your Broad volunteers.
- If you hosted and ran the event, enter only your and your Broads’ volunteer hours here, and make sure to add all non-Broad attendees as a Measurable Outcome.
Photo and File Uploads
- Do you have photos or files to upload? Since most reports don’t have photos or files, the upload fields will only appear if you select Yes on this field. Upload photos of 3 MB or less.
- Use this field to upload word documents and PDFs related to the activity to access later, like meeting minutes or agendas.
- Please prioritize only photos of Broads working or having fun, appropriate for our website, newsletter and other media.
- Slow internet connections will make uploading more difficult if not impossible, so we suggest a strong internet connection for this step.
- Tip: Save as draft before uploading! We recommend saving a draft of your report (see below) before uploading photos so you don’t potentially lose your entries due to an upload glitch. (Glitches occasionally happen!)
Save your half-finished report as a Draft
If you are in the middle of filing a report and have to run, click Save Draft at the bottom of the form. Next time you access the dashboard to file a report, it will automatically bring you back to where you left off.
- You can only make a draft out of the report you are working on, you can’t save multiple drafts and access them separately.
- The form will retain your field entries and save them (even after logout) until you submit the draft, then the fields will clear for a new activity.
- You can only work on and submit drafts you yourself created; co-leaders cannot edit and submit each other’s drafts since they have different accounts.
- The Today’s Date field won’t auto-update in saved drafts, so you might need to update it manually if you’re coming back to the form on a subsequent day.
- Tip: Save as draft before uploading! Some leaders have had trouble with the form failing to submit when uploading photos or files, so save as a draft before selecting your files for upload. This way if it fails, you can reload the dashboard without losing your progress!
If you have any questions about the activity report form, please contact the Broads office by email or call us at 970-385-9577!