ETO Frequently Asked Questions

Table of Contents
General
1. What does ETO stand for?
2. What does this ETO terminology mean?
3. Can I access information on participants from other programs within my
organization?
4. Can I access information on participants from programs outside of my organization?
Navigating the ETO Site
5. Where is the Home page? / How do I get to the Home Page?
6. How do I switch programs (from one location/model to a different one) on ETO?
7. How do I access a collection that has been created?
Participants (Students)
8. How do I search for a specific participant within my program?
9. How do I search for a participant who may have been enrolled in a program within
my organization but is not currently enrolled in my specific program?
10. How do I search for a list of ALL participants who are currently enrolled in my
program?
11. I want to enroll a participant in my program but I am not sure if they have been
previously enrolled in any program within my organization. How do I find this out?
12. What should I do if there are duplicate participants?
13. What do I do if I dismissed a participant by mistake?
TOUCHPOINTS / FORMS / DEMOGRAPHICS
14. My organization collects additional demographic/participant contact information
which is not currently available on the participant View/Edit page. Is there a way to
add these fields to ETO?
15. My organization has TouchPoints (forms) that we collect that are not currently in
ETO. Can we add new TouchPoints to ETO?
16. A participant in my program attends a school that is not in the ETO system. What do
I do?

GENERAL
1. What does ETO stand for?
Efforts to Outcomes.
2. What do these ETO terms mean?
Participant = student participating in an OST program

Entity = any person or organization that is not a participant; e.g. organizations,

programs, OST staff members, schools
TouchPoint = any form that is filled out on ETO that tracks information on a student,
program, staffetc.
Some current TouchPoints include:
Caregivers/Emergency Contacts
Summer/School Year Program Attendance
OST Site Visit Assessment (DHS only)
Structured Activities Project Rubric (DHS only)
***For inquiries on adding additional questions or touchpoints for your
organization, see Questions 14-15.
Collection = any group of participants within a program; collections can be created by
staff and can be used to track membership and attendance for any type of activity or
project that a particular group of participants (students) is working on. Collections that
have already been created within your program can be found by doing a Quick Search
within the appropriate collection type
Collection Type= a category of collections
Collection types used in our ETO system include:

ASAP Club
OST Group
PCAPS Group
Structured Activities Project

Note: ASAP, OST, and PCAPS collection types are used primarily for attendance
whereas Structured Activities Projects are used by DHS-funded OST providers in
combination with the Structured Activities Rubric.

Reports = a document, table, or chart that displays information about programs,

participants or staff which can be generated periodically or as needed by ETO users.
Reports often incorporate information from TouchPoints.
Standard and custom reports have been created in ETO which summarize, group, and
list data in various ways. They can be used to examine demographics, patterns and
trends, create program attendance summaries, and assess program quality using
outcome measurement tools (e.g. SAYO, structured activities rubric), among other
things. For more specific information on Reports and how they can be used to address
your program or organizations needs, please email Jeremy.Keim-Shenk@phila.gov.

3. Can I access information on participants from other programs within my

organization?
ETO staff can access participant demographic, contact, and program enrollment
information across programs within their organization, but depending on your
organizations configuration of ETO, attendance and other TouchPoint data from other
programs may not be accessible.
4. Can I access information on participants from programs outside of my
organization?
No, ETO staff can only see data that comes from their own organization. If you are
interested in collaborating with another program outside of your organization, please
contact Gulal Nakati at Gulal.Nakati@phila.gov .

NAVIGATING ETO SITE

5. Where is the Home page? / How do I get to the Home Page?
In ETO, the Home page, where you can access links to complete most of the
common tasks in ETO, is termed My Dashboard. You can get to this page by
selecting either the My Dashboard or Home tab among the set of green tabs that
will always be on the upper left-hand side of the page/screen
6. How do I switch programs (from one location/model to a different one) on ETO?
1. Click on the program name that is in the top-center of your window (to the right of
the organization name.) A dropdown arrow will appear.
2. Click the drop-down arrow and select which program you would like to switch to.

7. How do I access a collection that has been created?

In the search boxes at the top left corner of the page is the following:
Enter Search Term(s)_________within __________in ______.
(Note: if the boxes are not there click on the green Quick Search Tab)
1. Leave the Enter Search Term(s) box blank or enter part or all of the name of
the collection you are looking for if you know its exact spelling. In the second
search box, click on the drop down arrow and beneath Collections select
which Collection type your collection falls under (e.g. OST Group, PCAPS
Group, ASAP Club...etc.).
2. In the third search box, use the drop down arrow to select your program name

PARTICIPANTS
8. How do I search for a specific participant within my program?
First, make sure that you are working in the correct program in ETO. For how to switch
between programs, see question 6.
In the quick search boxes at the top left corner of the page is the following:
Enter Search Term(s)_________within __________in ______.
(note: if the boxes are not there click on the green Quick Search Tab)
1. Enter all or part of the participants name) into the first search box.
2. Make sure that Participant is selected for the second box (if not use the dropdown arrow and select Participant)
3. Make sure that your programs name is selected in the third box.
4. Click search button.
The participant should show up in the Quick Search Results below. If the
participant does not show up, this means that the participant is not currently
enrolled within your specific program.
9. How do I search for a participant who may have been enrolled in a program
within my organization but is not currently enrolled in my specific program?
In the quick search boxes at the top left corner of the page is the following:
Enter Search Term(s)_________within __________in ______.
(note: if the boxes are not there click on the green Quick Search Tab)
1. Enter all or part of the participants name) into the first search box.
2. Make sure that Participant is selected for the second box (if not use the dropdown arrow and select Participant)
3. Using the drop-down arrow in the third search box, select your organizations
name (this should be the second item in the drop-down list).
4. Click search button.
The participant should show up in the Quick Search Results below. If the
participant does not show up, this means that the participant has never been
enrolled in any of the programs within your organization. If you need to enroll
this participant, you will first need to add them to the system via the Add New
Participant to ETO link on My Dashboard.

10. How do I search for a list of ALL the participants who are currently enrolled in
my program?
In the quick search boxes at the top left corner of the page is the following:
Enter Search Term(s)_________within __________in ______.
(Note: if the boxes are not there, click on the green Quick Search Tab)
1.
2.
3.
4.

Leave the Enter Search Term(s) box blank.

Select Participant in the second box
Using the drop-down arrow in the third search box, select your programs name.
Click search button.
All of the participants currently enrolled in your program will be listed in the
Quick Search Results below.

11. I want to enroll a participant in my program but I am not sure if they have been
previously enrolled in any program within my organization. How do I find this
out?
*Make sure you are on the My Dashboard tab (found in the top left of your screen)
1. Below the Enroll/Add column, select Enroll Participant to Program. A
Search Participant section will appear with different search boxes. (Last Name,
First NameFamily Name)
2. Fill in the First Name and/or Last Name search boxes and click Search
button
If the participant is NOT currently enrolled in your specific program but was either
1) previously enrolled in it OR 2) is currently or has previously been enrolled in
another program within your organization, then his or her name will show up in
the Search Results section below.
Note: If more than one name comes up, you will need to check the DOB and/or
Case Number to make sure you have the correct participant.
3. Select the check box corresponding to the participant you wish to enroll, select a
Program Start Date, and click Submit

12. What should I do if there are duplicate participants?

If you are not an ETO site administrator (Site Manager in ETO), report the duplicate
to your site administrator.

***If Participants are coming from PCAPS, the duplicate must be fixed within PCAPS
rather than ETO.***
For ETO Site managers:
Merging duplicate participant records will only keep the demographic information for
the record which is selected as the Master record. But all TouchPoints, program
enrollments, and collection memberships will be preserved and connected to the
Master record.
First, check to make sure the demographics of the duplicates match.
1. Open a separate window/tab on your internet browser (or open up a different
internet browser). Sign into ETO again and select your organization and
program.
2. In the Quick Search, (of both ETO windows) enter:
i. [ last name of the participant] within Participant in [programs
name]
(Participants with that last name will show up in the results
below.)
3. In both ETO windows, select the duplicated name you were searching for and
click the View/Edit link. The participant demographics should appear.
4. Make sure that you selected different duplicate records. To do this, compare
the Case Number for each record and make sure they are different. If the
Case Numbers match, then you likely selected the same duplicate participant
record in both windows. If so, switch records in one of the windows.
5. Compare demographics information from duplicate participants and make sure
they match.
a. If there is more information in one of these duplicate records, you want
to make this the MASTER Participant record when you merge the
duplicates. Copy over any information that is missing from the record
which you select as the MASTER record but present in the other
duplicate record.
b. If one of the two duplicate participants has a misspelled last name, be
sure to correct this at this stage in the process.
6. Take note of Case Number of participant you will make the MASTER.
Once you are sure the participant is a duplicate and know which record (and case
number) will be the MASTER:
1. Open the expanding side menu (found by clicking small green arrow on far
right of we web page)
2. Expand Site Administration label and select Merge Duplicates.
3. Enter last name of duplicate participant.
4. Select the two duplicates you want to merge and click Continue at the
bottom of the page.

5. Select which Participant will be MASTER and click Continue

a. Verify that you want to merge these two participants and then a notice
will show up that the duplicates were successfully merged.
13. What do I do if I dismissed a participant by mistake?
**Before, re-enrolling, make sure you are in the correct ETO program/model. Your
program name should be next to the organization/agency name at the top center of the
page.**
If you do not remember the participants program start date, view the participants
program history to see the original start date:
1. In Quick Search, enter:
[name of participant] within Participant in [Organization Name] (the
second option beneath your program locations name)
2. Click Go next to participant name
3. On the top left corner, Click Program History
a. Participants enrollment history should be shown for all programs in your
agency.
b. For the Past Enrollment (most likely to be the most recent) where you
accidentally dismissed the participant, take note of the Program Start
Date.
4. Return to My Dashboard
When participants program start date is known:
1. Go to My Dashboard and select Enroll Participant in Program
2. Enter name of participant and click Search
3. Select participant name and enter the original program start date (as prompted
below Program Information)
4. Return to Program History
a. Search Participant in Quick Search in your program
b. Select Participant and click on the Program History link
c. Make sure Participant has a Currently Enrolled in the most recent
enrollment record and then delete the record for which you accidentally
dismissed that participant.

TOUCHPOINTS / FORMS / DEMOGRAPHICS

14. My organization collects additional demographic/participant contact information

which is not currently available on the participant View/Edit page. Is there a way
to add these fields to ETO?

Yes, it is possible to add additional demographic fields at the organization level, though
the PhillyBOOST team may or may not be able to provide you with immediate access to
reports that include this information. If you would like an additional demographic field
added for your organization, please contact Gulal Nakati at Gulal.Nakati@phila.gov.
15. My organization has TouchPoints (forms) that we collect that are not currently in
ETO. Can we add new TouchPoints to ETO?
New TouchPoints can potentially be added to ETO, as long as the information which
they collect falls within the PhillyBOOST Project Scope of Work (it must be directly
related to Out-of-School Time). To inquire about adding a new TouchPoint for your
organization, contact Gulal Nakati at Gulal.Nakati@phila.gov.

16. A participant in my program attends a school that is not in the ETO system.
What do I do?
First try any alternate names for the school which you can think of to see if you can find it.
For example, if the school is named after a person, try both the first and last name of this
person (typically for school names in ETO the last name will come first), or if it is a charter
school, try typing in the name of the organization which runs the school if applicable. If you
still cannot find the school, contact Jeremy Keim-Shenk at Jeremy.Keim-Shenk@phila.gov
and let him know the school is not in ETO. The school name will be added to the system
by the PhillyBOOST team and we will contact you when it has been added. In the
meantime, leave the school field blank.