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SOARS

The Stories, Outcomes, and Accomplishments Reporting System (SOARS) is the online system used by all Extension educators to prepare the annual Plan of Work (POW) and Report of Accomplishment (ROA). In addition, all educators are required to use SOARS on an ongoing basis to enter publications, awards, external funding, and program impacts.  Originally launched in 2007, SOARS has been continually updated with many of the improvements suggested by users.

Accessing SOARS

SOARS Data Entry Manual 

New to SOARS or having problems?  Refer to this short, easy-to-read manual. 
Quick Information About Key SOARS Topics

Information about these key SOARS topics can be found on the page below:
  • Gaining Access to SOARS (ONID Accounts)
  • Who Must Use SOARS?
  • System Requirements
  • Seeking Help - Your SOARS Program Contact
  • Overview of Key Dates
  • Audience Contact Forms
  • Program Impact Evaluation and IRB
  • Program Plans

 

Gaining Access to SOARS (ONID Accounts)

SOARs access requires an OSU "ONID" account.  If you don't have one, set up your ONID account at http://onid.oregonstate.edu.  If you are not an OSU employee and need access to SOARS, an alternative login account can be provided for you.  Please contact your SOARS program contact listed below.

Who Must Use SOARS?

All Extension faculty and program assistants conducting educational programs for Extension (.20 Extension FTE or greater) are required to complete a POW and ROAs.

System Requirements

To use SOARS, you should use a Mac or PC with a current operating system and web browser.  (Recent versions of Firefox, Safari, and Explorer have been tested to work.)  Most of the troubles reported with SOARS have resulted from using out-of-date browers or user error.  To prevent user error, try reading the Data Entry Manual.  (See above.)

Seeking Help - Your SOARS Program Contact

Questions regarding POW or ROA content and who is required to complete a POW or ROA should be referred directly to the SOARS contact person in each program area.  If, after referring to the SOARS online help (denoted by question mark symbols throughout SOARS) or the SOARS Data Entry Manual, you have questions on using SOARS, this is also the person you should contact for assistance.

Program area contacts are:

  • Agriculture: 
  • 4-H: 
  • FCH: 
  • Sea Grant: 
  • Forestry: 
  • EESC: 
  • Administration:  

Overview of Key Dates 

The 2010 Extension Plan of Work (POW) process begins October 1, 2009.  2010 plans of work are due in SOARS by November 30, 2009.  All Extension faculty and program assistants conducting educational programs for Extension (.20 Extension FTE or greater) are required to submit an annual POW by the deadline.  After that date, your POW will be "locked" and require the approval of your immediate supervisor to submit or edit it.  If you attempt to submit or edit it after the deadline, it will trigger an unlock request sent to your immediate supervisor by SOARS and requires a justification.  It is recommended that you first prepare your Plan of Work (POW) offline (such as in Word).  The new version of SOARS also allows last year's plans of work to be copied over as appropriate (when there is an exact match of Program Work Area (PWA) and sub-area submitted last year).

View online training on how to prepare a Plan of Work (Recorded training conducted by Mary Arnold via Adobe Connect on October 19, 2007).

Individual Reports of Accomplishments (ROA), as well as Extension Contacts, Volunteer Contacts, etc. for the 2009 calendar year are due by February 1, 2010.  All Extension faculty and program assistants conducting educational programs for Extension (.20 Extension FTE or greater) are required to submit an annual POW and provide ROA's by the deadline.  After that date, your ROA will be "locked" and require the approval of your immediate supervisor to submit or edit it.  If you attempt to submit or edit it after the deadline, it will trigger an unlock request sent to your immediate supervisor by SOARS and requires a justification.

ROA’s are critical for annual performance reviews (for most faculty, the “PROF”) as well as variety of OSU, federal, and state reports.  If a 2009 POW wasn’t submitted, a ROA cannot be created for a POW that isn’t there.  If you need to create a 2008 POW in order to submit a 2009 ROA, you need to submit the 2009 POW first.  That will trigger an unlock request sent to your immediate supervisor by SOARS and requires a justification.  It is recommended that you first prepare your ROA offline (such as in Word).

Audience Contact Forms

PDF and Excel versions of a contact form posted below may be useful for keeping track of your program contacts throughout the year, for entry into SOARS. Whether paper or electronic spreadsheet, these are just collection tools for your convenience; the ONLY way to submit your contact information is via SOARS! (Mailed or email forms will NOT be accepted!)
Please note that to determine the race of clientele you can observe or ask.  If you ask, it must be an optional question after someone is already considered "admitted" to the program, not as a condition for acceptance.

Program Impact Evaluation and IRB

Measuring, documenting, and reporting program impact is one of the most important but challenging elements for entry into SOARS.  The SOARS Data Entry Manual contains helpful information about writing a good Impact Statement.  To understand the importance of impact in program development and reporting, refer to a relevant Journal of Extension article entitled Program Development in a Political World - It's All About Impact!

Program evaluation (in the form of an Evaluation Plan and Evaluation Report) is a critical part of SOARS and also a necessary means to provide a credible impact statement.  Here are some sites with helpful resources for Extension program evaluation:

The requirement to enter program evaluation/impact data into SOARS does not automatically result in the need for Institutional Review Board (IRB) approval.  However, you are expected to seek IRB approval for program evaluation that constitutes “research with human subjects.”  Many program evaluation efforts without the intent to publish in scholarly journals do not meet that definition and therefore do not require IRB approval.   However, the final determination of whether a project requires review lies with the IRB.    Prior to completing an application, contact the IRB to discuss whether your project requires IRB review.  More information and necessary forms can be found at http://oregonstate.edu/research/ori/humansubjects.htm.  Your Extension Program Leader can also give you guidance about conducting program evaluation with human participants.  Also, see What Cooperative Extension Professionals Need to Know About Institutional Review Boards, the first in a series of helpful Journal of Extension articles.
 
Now, more than ever, impact statements resulting from quality program evaluation efforts are needed!  Remember that “Impact Statements” are considered “Ongoing Reporting” within SOARS.  Therefore, they can be entered in SOARS as they are achieved.

Program Plans for Each Extension Program Area
Below are links to SOARS plans for the current year for each program area:

2010 Program Plans (Excluding Agriculture)

2010 Agriculture Plans

This page maintained by Keith G. Diem, Regional Director & SOARS Leader