Garden Reporting

What to report

All gardens that receive some Extension staff or Master Gardener support during a reporting year should be entered in the PEARS program activity section. Gardens may be used for demonstration, education, food donation, pollinator support, life skills training, and many other uses.  Download guide.

Please complete garden reporting for 2022 by 6/30/2022.  We will also collect end-of-season information on all gardens in November 2022.

Go to the current Extension garden dashboard to see if you need to update, add, or delete garden records in PEARS. See below for more information on each.

  • Garden appears on dashboard and is active with Extension-support: Update PEARS record by attaching and completing 2022 Community Garden survey.
  • Garden does not appear on dashboard, but is active with Extension support:  Add PEARS record and attach and complete 2022 Community Garden survey.  If garden location is not currently in PEARS site list, send email to request a new site be added.
  • Garden appears on dashboard but will not have Extension support this year:  Delete PEARS record and report in garden status survey.

Direct education activities held at gardens. If you had one or more direct education program activities take place at the garden, you will need a separate entry for each, following the usual direct education guidelines, NOT these garden entry guidelines. These are not considered to be a “garden entry” and will not appear on the dashboard. If the garden is supported by Extension, make sure it also has a garden entry by following the guidelines here.

Resources

2022 Community Garden survey

2022 Garden reporting guide

Request a new site in PEARS

Update

  • Update general information, collaborators, and demographics if needed
  • On the new Custom Data screen, “Is this a garden entry?” = YES, garden entry
    • Other custom data questions can be marked as “other” or “none of the above”
  • Attach the 2022 Community Garden survey to each PEARS main garden entry
    • PEARS help on attaching a survey
    • Survey:  2022 Community Garden survey (or current year)
    • Type:  Retrospective
    • Date administered:  first day of reporting year, e.g. 10/1/21
    • Name:  2022 Community Garden survey (or current year--should autofill)'
  • Complete the survey

Add

  • First, double check the garden dashboard
  • If garden appears on dashboard, but not in your PEARS records, do NOT enter.  Contact Karen Winter-Nelson to be added as a collaborator on the PEARS record.
  • If garden does NOT appear on the garden dashboard, Make a unique program activity entry for each garden. 
  • Check to make sure the name follows the correct format so that it is easily identifiable as a garden.
    • Name format:  GARDEN/Name of garden
    • Check to make sure slash is going in right direction and has no spaces
  • Site information.  If garden location is not already in PEARS, request a new site, including site name and address.  Do not add site yourself.
  • Session data:  Session date=first day of reporting year, e.g. 10/1/21
  • Number of minutes=1
  • Completing the number of volunteers is optional
  • On the new Custom Data screen, “Is this a garden entry?” = YES, garden entry
    • Other custom data questions can be marked as “other” or “none of the above”
  • "Did you perform any evaluations of this activity?" = YES
  • Attach survey
    • PEARS help on attaching a survey
    • Survey: 2022 Community Garden survey (or current year)
    • Type:  Retrospective
    • Date administered:  first day of reporting year, e.g. 10/1/21
    • Name:  2022 Community Garden survey (or current year--should autofill)
  • Complete the survey
  • Complete demographics section
    • Total participants=1
    • Method to determine demographic makeup=“unknown”

Delete

If there is a 2021-2022 record for a garden that is no longer in existence OR not supported by Extension in 2021-2022, please delete the record and tell us why at go.illinois.edu/GardenStatusSurvey.

FAQ

How can I find out if I need to add, update, or remove a PEARS garden entry?

Which gardens should I report on?

I made an entry last year and I don't see it here.

What is the difference between these main garden entries and entries for direct education held at gardens?

I am SNAP-Ed or 4-H staff.  Do I report on gardens?

I work on a garden but I don't report in PEARS.

 

How can I find out if I need to add, update, or remove a PEARS garden entry?

The Extension garden map shows the records currently in the system. Add or delete garden entries in PEARS if needed to reflect the current situation.  Update all garden records--new or existing--by attaching and completing the 2022 Community Garden survey.  If you can’t find a record in PEARS that you think should be there, contact Karen Winter-Nelson.

Which gardens should I report on? 

  • Extension-supported gardens.  All gardens that received some Extension staff or Master Gardener support this reporting year should be entered in the PEARS program activity section. Gardens may be used for demonstration, education, food donation, pollinator support, life skills training, and many other uses.  
  • Previously supported gardens that are now inactive or not supported by Extension should be deleted from PEARS, and the updated status reported in the garden status survey.

I made an entry last year and I don’t see it here. 

If you think you had a garden entry that has not been copied forward to the current reporting year, the name may not have followed the standard format indicating that it is a garden entry.  If you need an additional garden copied to the current year, contact Karen Winter-Nelson.

What is the difference between the main garden entries and entries for direct education located at gardens?

  • Main garden entries.  Each garden needs one stand-alone program activity entry unrelated to any direct education activity, using the naming format “GARDEN/Name of garden.”  This is the one to attach the 2022 Community Garden Information survey to.  It should have standard placeholder data for session date (10/1/20), participants (1), and demographics (unknown).  
  • Direct education entries.  Direct education activities held at the garden are entered following usual guidelines.  Do not attach the 2022 Community Garden survey.

I am SNAP-Ed or 4-H staff.  Should I report on gardens following this guide?

The list of Extension-supported gardens is used in Extension-wide reporting such as legislative reports and annual reports, so it should be comprehensive.  If you work on a garden independent of any ANR staff, you may update garden records following this guide; consult with Caitlin Kownacki or Amy Henschen to see if there is another way to integrate garden data you have entered elsewhere; or email Karen Winter-Nelson for help in entering garden information.

I have a garden to report on but I don’t report in PEARS.

Contact Karen Winter-Nelson for reporting assistance.