Frequently Asked Questions: Revised CDSME Data Collection Forms

Whether you’re an active Administration for Community Living (ACL) grantee or otherwise using the National CDSME Database to monitor and track your evidence-based program activity, please be advised that ACL has received approval from the Office of Management and Budget (OMB) to deploy the revised CDSME program data collection tools.

Please share the new forms with your community partners as soon as possible. Further information is included below, including how you can access the new forms and the timeline for transitioning to the new forms.

Where can I find the new forms?

The new forms are now available on NCOA’s CDSME Data Entry, Collection, and Management Resources page (scroll down to “Data Collection Tools”).

Translation of the forms in multiple languages will be posted in early 2020 alongside the English versions.

What is the timeline for rolling out new forms?

  • December 2019
    • OMB approval to use revised CDSME data collection tools
  • January 2020
    • Anyone submitting data to the National CDSME Database should use the new forms on any workshops that begin on or after January 1, 2020.
    • Translation of the forms into multiple languages will be posted in early 2020.
  • February 2020
    • The National CDSMSE Database will display both old and new form fields.
  • April 2020
    • There is a 4-month grace period to transition to the new forms. It is expected that all workshop data submitted to the National CDSME Database beginning April 1, 2020 must be collected using the new forms.
    • Discontinued fields will no longer be visible in the database after April 1, 2020.

What are the key changes to the forms?

Program Information Cover Sheet:

  • Adds consent to use program facilitator information to receive updates from the National CDSME Resource Center.
  • Additional evidence-based programs can be added to your tailored list of programs, per the FY2019 Funding Opportunity Announcement.
  • Requires documentation of funding sources used to support the workshop, which can come from multiple sources. It closely mirrors an existing optional field supported in the National CDSME Database.

Participant Information Survey:

  • The 6-character Participant ID is discontinued and replaced by another ID number that is built from the workshop location’s state, site name, and workshop start date, followed by a sequential # for each participant. It is to be documented by the facilitator or onsite staff, and no longer generated by the participant. The new system reduces the risk of exposing personally identifiable information.
  • Anxiety disorders and depression are now listed separately.
  • Information on Veteran status to further describe program participants.
  • Expanded set of questions to better describe disability, which align with the American Community Survey.
  • Yes/No response options for each chronic condition are listed to improve the accuracy of reporting.
  • Added question regarding social isolation, a construct that has been demonstrated to have an association with health-related risks for older adults. This question will also be asked upon completion of the last program session.
  • The post-test item (previously question #14) is replaced with another question to better gauge participants’ self-efficacy resulting from the program. This question is asked in the exact way at baseline:
    • Confidence in managing chronic illness How sure are you that you can manage your condition so you can do the things you need and want to do?” (Response rating: 1 to 10)
  • Altogether, there are 3 questions asked at both baseline and post-test:
    • Self-reported health
    • Social isolation
    • Confidence managing chronic illness

How were revisions to the forms reviewed?

As required by the Paperwork Reduction Act, the CDSME data collection tools are reviewed and approved by the Office of Management and Budget. The approval is valid for three years.

The proposed changes were published in the Federal Register in June 2019 and open for public comments. The published document can be viewed here.

ACL addresses each comment and considers modifications based on public comments received. Another notice was published in the Federal Register in October 2019.

Every effort is made to balance the goals of increasing efficiency in the grant monitoring process and minimizing participant and partner burden in data collection. 

Changes to the forms must be highly justified; drawing on evidence from the scientific literature, analyses of statistics and trends from existing national data collected by NCOA/ACL, and from expert input.

What if you’re sending data through vendors or spreadsheets?

We are currently working with WorkshopWizard to ensure they update their systems so that they align with new data fields.  These changes will be in effect in the nightly data sync by February 1, 2020.  No action is needed from grantees/partners in this regard.

For organizations providing data through other formats or using other vendors, we encourage you to communicate these changes to your vendor to minimize disruption in the data import process.

The data import template here will be updated by Feb. 14, 2020.