January 6, 2000 Rev. 2.0

U.S. Department of Justice

Office of Justice Programs

Executive Office for Weed and Seed

Grantee Site Characteristics and 

Activity Data Report Forms Guidance

 Government Performance and Results Act (GPRA)

FY 2000 Report Forms Purpose and Return Information

Purpose In order to report on the nationwide activities supported by its efforts, the Executive

Office for Weed and Seed (EOWS) has developed this set of forms to collect basic data

on the programs and services provided through local Weed and Seed Sites. The diversity

of activities performed, clients served, and community characteristics across the Local

Sites make the collection of uniform and consistent national statistics very difficult. This

report form is designed to gather baseline information which applies generally to all Local

Sites and also provides some indication of the broader aspects of the Weed and Seed

strategy for crime control and community revitalization.

Where

Completed

Forms Should

Be Sent

Justice Research and Statistics Association

777 North Capitol Street, NE, Suite 801

Washington, DC 20002-4239

Attn: Jim Zepp or Yuki Yamagishi

(202) 842-9330 - phone; (202) 842-9329 - fax; jzepp@jrsa.org - Internet email

FY2000 General Reporting Guidance

Reporting

Changes for

FY 2000

For FY 2000, several changes were made in the forms. Although the questions and data

requested are largely the same as in the previous forms, you should be aware of the

following:

• The Part I and Part III , ver. 1.5 forms were consolidated into a new Part I. The new

Part I, ver. 2.0 form is to be submitted annually with your Site’s grant application.

• Health and lead poisoning screening services were added to the Part I, Section C -

Seeding Activities, Question 4. 

• Questions regarding any target area designations and activities related to the U.S.

Environmental Protection Agency (EPA)’s Brownfields Program were added to the

new Part I form, Section D - Community/Economic Development Information.

• A request for drug-related arrest data was added to the new Part I, Section F. 

• The Part II form will continue to be used for updating GPRA Site Characteristic

information during the program year.
January 6, 2000 Rev. 2.0

Data

Collection/

Reporting

Issues 

The EOWS recognizes the limitations of staff time and other resources under which the

Local Sites operate. Consequently, specific data elements were chosen that are general

indicators of program activities and should be within the capabilities of Local Sites to

provide. These instructions provide direction when estimates may be necessary because

the available data do not exactly correspond to the report form’s categories, the particular

Weed and Seed Site boundaries, or time periods for this report. Space is provided in this

form for explanatory notes.

The EOWS expects each Site to make a reasonable effort to provide this information

when it is available and to develop mechanisms for collecting these data in the future

when they are not currently accessible. Describing the scope of the national Weed and

Seed effort is a critical task in documenting its importance in crime control and

community revitalization. The collection of uniform and consistent program activity data

is essential for this capability. 

Technical

Assistance

Available

EOWS has requested that the Justice Research and Statistics Association (JRSA) provide

technical assistance in the implementation of this data collection effort. JRSA will

provide guidance to Local Sites, collect and process the reports, and prepare summaries

of the data.

For additional guidance in completing these forms, contact Jim Zepp or Yuki

Yamagishi, JRSA at (202) 842-9330 - phone, (202) 842-9329 - fax, jzepp@jrsa.org -

Internet email.

Use of the

Report Forms

and

Submission

Dates

The report forms are in two parts. The purpose and the timing for submitting each of the

forms are as follows:

Part I - Site Characteristics and Activity Data Report is intended for Local Site

information that would serve as the basis for calculating various statistical measures such

as averages or deriving various Site summary reports by types of services or activities

offered. It also contains the statistical information on each Weed and Seed Site’s efforts. 

This form should be submitted annually along with your Site’s EOWS grant application. 

Please refer to the annual EOWS Grant Application Kit instructions for the exact

submission date for each year.

Part II - Site Characteristics Update is a means to inform the EOWS of significant

changes in the Site characteristics that may affect the program activity statistics. This

form should be submitted when these changes are effective. Please note if making

corrections to a previously submitted Part I form, send a revised Part I, and not a

Part II form.
January 6, 2000 Rev. 2.0

U.S. Department of Justice

Office of Justice Programs

Executive Office for Weed and Seed

Part I - Grantee Site Characteristics

and Activity Data Report

Government Performance and Results Act (GPRA)

Note that this form should be sent when a Local Site submits its annual EOWS grant application or when a Part I 

has not been previously submitted. Subsequent changes should be submitted on the Part II - Grantee Site

Characteristics Update. A revised Part I should be sent when correcting errors in a previous Part I. 

Site:________________________________________ Agency:______________________________________

Person Completing

This Form:_____________________________________ Title:_______________________________________

Phone:( )___________ Fax:( )___________ Internet email:_________________________________

Date Submitted:___/___/___ Reporting Agency (check one): __ Federal __ state __ local

For assistance in completing this form, see the attached instructions. For additional guidance, contact

Jim Zepp or Yuki Yamagishi, JRSA at (202) 842-9330. Completed forms should be sent to: JRSA, 777

North Capitol St., NE, Suite 801, Washington, DC 20002-4239, (202) 842-9329 fax.

SECTION A - Site Demographic Information

1. Total population (Site only): ________________ If available, please provide the following:

2. Youth population (ages 0-17): ________________ 3. Adult population (ages18+): ________________ 

SECTION B - Community Policing Activities

1. Please indicate the types of community policing activities used (check one for each activity type):

 a. Foot patrols __yes __no __planned b. Bike patrols __yes __no __planned

 c. Substations __yes __no __planned d. Crime watch __yes __no __planned

 e. Police participation in community meetings (see instructions for definition): __yes __no __planned

 f. Other activities, please specify: __________________________________________________________

SECTION C - Seeding Activities

1. Number of Safe Haven facilities: ______ 2. Number of Safe Havens receiving EOWS funding: ______

3. List names and addresses for all Safe Haven facilities (attach additional pages if necessary):

Facility Name Street Address City/State

________________________ __________________________________________ ___________________

________________________ __________________________________________ ___________________

________________________ __________________________________________ ___________________
January 6, 2000 Rev. 2.0

Executive Office for Weed and Seed

Part I - Grantee Site Characteristics and Activity Data Report

Page 2 of 4

SECTION C - Seeding Activities (continued)

4. Please indicate the types of activities/services provided (place an “X” in the appropriate boxes for each 

 activity/service type):

Types of Activities/Services

Provided in Safe Haven Facility Provided at Other Locations

Yes No Planned Yes No Planned

a. academic courses and tutoring

b. mentoring

c. prevention education, please 

describe:

d. dispute resolution and mediation

e. recreation/athletics

f. job training

g. job placement

h. anti-drug education

i. community police co-located in Safe 

 Haven

j. safe corridors (school escorts for 

children)

k. summer day camp

l. youth leadership training

m. Boys/Girls Club programs

n. scouting programs

o. military cadet training

p. anti-gang education/training

q. Communities in Schools programs

r. performance/applied arts programs

s. victim assistance programs

t. community projects, e.g. clean-ups

u. general health screening services

v. lead poisoning screening service

w. other, please specify: 
January 6, 2000 Rev. 2.0

Executive Office for Weed and Seed

Part I - Grantee Site Characteristics and Activity Data Report

Page 3 of 4

SECTION D - Community/Economic Development Information

1. Number of community development corporations within Site area: __________

2. Types of new construction/renovation activities occurring in Local Site (check one for each activity type):

 a. housing development(s): __yes __no __planned b. commercial development(s): __yes __no __planned

 c. business/community partnerships: __yes __no __planned

 d. other, please specify (describe the kinds of activities being undertaken): ____________________________

 

_________________________________________________________________________________________

3. Number of community cleanups done using EOWS support: _________________________

4a. If there are any locations designated for the U.S. EPA’s Brownfields Assessment Demonstration Pilot 

Program (see the GPRA Forms Instructions for more information about this program) within your Site’s target

area, please indicate how many.

 ___________

4b. Does your Site have any activities related to or is otherwise involved in the

Brownfields Assessment Demonstration Pilot Program? __yes __no __planned

SECTION E - Additional Site Activities

Please describe any additional noteworthy Site activities not covered in the previous sections or the Program

Narrative submitted to EOWS.

___________________________________________________________________________________________________

___________________________________________________________________________________________________

___________________________________________________________________________________________________

___________________________________________________________________________________________________

___________________________________________________________________________________________________

___________________________________________________________________________________________________

___________________________________________________________________________________________________
January 6, 2000 Rev. 2.0

Executive Office for Weed and Seed

Part I - Grantee Site Characteristics and Activity Data Report

Page 4 of 4

SECTION F - Law Enforcement Information

1. (REQUIRED) Please report the total number of homicides for the three preceding calendar years:

Area 1999 1998 1997 

a. Weed & Seed Site Only

 

b. Entire Jurisdiction (i.e.,

city, town, county) 

Jurisdiction Name: __________________________

2. (OPTIONAL) Please report the number of drug arrests associated with your Site’s Weeding activities including

those that occurred outside the target area but directly affect it or have a significant nexus to it. NOTE: Only

leave spaces blank to indicate missing or unavailable data. Use a zero (0) when no arrests occur

Calendar year 1999 drug arrest data; unless specified otherwise: _________ 

Type Total Arrests Sale/Manufacturing Possession

All drug abuse violations (including

substances not listed below)

Heroin

Cocaine (not including crack)

Crack cocaine

Marijuana

Methamphetamines only

Other (specify): 

3. Please attach any additional data or reports that provide indicators of your Site’s major focus or efforts related

to crime and law enforcement. 

SECTION G - Safe Haven Information

1. Provide the total unduplicated Safe Haven attendance* for all services/activities during one typical week (see

instructions for additional guidance)

Safe Haven attendance for week of _____/_______ (month/day): ________________ +

 Refers to number of persons receiving services and not visits or sessions attended.

2. Please attach any additional data or reports that provide indicators of your Site’s major focus or Safe Havenrelated efforts.

SECTION H - Explanatory Notes/Comments

Please include any additional information that would help in reviewing your report. Please note any data items for which

estimations have been calculated and the methods used (see report form instructions for acceptable estimation methods).

___________________________________________________________________________________________________

___________________________________________________________________________________________________
January 6, 2000 Rev. 2.0

U.S. Department of Justice

Office of Justice Programs

Executive Office for Weed and Seed

Part II - Grantee Site 

Characteristics Update

Government Performance and Results Act (GPRA)

(Note: please refer to your Site’s previously submitted Part I - Grantee Site Characteristics Report or any

subsequently filed Part II Updates in completing this form. Only enter new or changed information in Sections A

through F when submitting an Update.) 

Site:________________________________________ Agency:______________________________________

Person Completing

This Form:_____________________________________ Title:_______________________________________ 

Phone:( )___________ Fax:( )___________ Internet email:_________________________________

Date Submitted:___/___/___ Reporting Agency (check one): __ Federal __ state __ local

For assistance in completing this form, see the attached instructions. For additional guidance, contact Jim Zepp or

Yuki Yamagishi, JRSA at (202) 842-9330. Completed forms should be sent to: JRSA, 777 North Capitol St., NE, Suite

801, Washington, DC 20002-4239, (202) 842-9329 fax.

SECTION A - Site Demographic Information

1. Total population (Site only): ________________ If available, please provide the following:

2. Youth population (ages 0-17): ________________ 3. Adult population (ages18+): ________________ 

 

SECTION B - Community Policing Activities

1. Please indicate the types of community policing activities used (check one for each activity type):

 a. Foot patrols __yes __no __planned b. Bike patrols __yes __no __planned

 c. Substations __yes __no __planned d. Crime watch __yes __no __planned

 e. Police participation in community meetings (see instructions for definition): __yes __no __planned

 f. Other activities, please specify: __________________________________________________________

SECTION C - Seeding Activities 

1. Number of Safe Haven facilities: ______ 2. Number of Safe Havens receiving EOWS funding: ______

3. List the Safe Haven facility and address changes (Enter in the first column either “A” for new facilities, “D” for dropped

facilities, or “C for changes to existing facilities. Attach additional pages if necessary):

A/D/C Facility Name Street Address City/State

_____ ___________________ _________________________________________ ___________________

_____ ___________________ _________________________________________ ___________________
January 6, 2000 Rev. 2.0

Executive Office for Weed and Seed

Part II - Grantee Site Characteristics Update

Page 2 of 4

SECTION C - Seeding Activities (continued)

4. Please indicate the types of activities/services provided (place an “X” in the appropriate boxes for each activity/service

type):

Types of Activities/Services

Provided in Safe Haven Facility Provided at Other Locations

Yes No Planned Yes No Planned

a. academic courses and tutoring

b. mentoring

c. prevention education, please 

describe:

d. dispute resolution and mediation

e. recreation/athletics

f. job training

g. job placement

h. anti-drug education

i. community police co-located in Safe 

Haven

j. safe corridors (school escorts for 

children)

k. summer day camp

l. youth leadership training

m. Boys/Girls Club programs

n. scouting programs

o. military cadet training

p. anti-gang education/training

q. Communities in Schools programs

r. performance/applied arts programs

s. victim assistance programs

t. community projects, e.g. clean-ups

u. general health screening services

v. lead poisoning screening service

w. other, please specify: 
January 6, 2000 Rev. 2.0

Executive Office for Weed and Seed

Part II - Grantee Site Characteristics Update

Page 3 of 4

SECTION D - Community/Economic Development Information

1. Number of community development corporations within Site area: __________

2. Types of new construction/renovation activities occurring in Local Site (check one for each activity type):

 a. housing development(s): __yes __no __planned b. commercial development(s): __yes __no __planned

 c. business/community partnerships: __yes __no __planned

 d. other, please specify (describe the kinds of activities being undertaken): ____________________________ 

 _________________________________________________________________________________________

3. Number of community cleanups/renovations under EOWS support: _________________________

4a. If there are any locations designated for the U.S. EPA’s Brownfields Assessment Demonstration Pilot Program (see the

GPRA Forms Instructions for more information about this program) within your Site’s target area, please indicate how many.

 

 

____________

4b. Does your Site have any activities related to or is otherwise involved in the Brownfields

Assessment Demonstration Pilot Program?

__yes __no __planned

SECTION E - Additional Site Activities

Please describe any additional noteworthy Site activities not covered in the previous sections or the Program Narrative

submitted to EOWS.

___________________________________________________________________________________________________

___________________________________________________________________________________________________

___________________________________________________________________________________________________

___________________________________________________________________________________________________

___________________________________________________________________________________________________

SECTION F - Explanatory Notes/Comments

Please include any additional information that would help in reviewing your report. Please note any data items for which

estimations have been calculated and the methods used (see report form instructions for acceptable estimation methods).

___________________________________________________________________________________________________

___________________________________________________________________________________________________

___________________________________________________________________________________________________

___________________________________________________________________________________________________

___________________________________________________________________________________________________
January 6, 2000 Rev. 2.0

U .S. Department of Justice

Office of Justice Programs

Executive Office for Weed and Seed

Instructions for Site Characteristics

and Activity Data Report Forms 

Government Performance and Results Act (GPRA)

FY 2000 General Report Form Instructions

Scope of

Activities to Be

Reported 

Local Weed and Seed Sites rely upon the participation and support of many

Federal, state, and local agencies. Consequently, their activities and impact

should extend far beyond the direct financial assistance provided by the Executive

Office for Weed and Seed (EOWS). Each Site should report on a basis which is

reasonable and accurately reflects the Weed and Seed efforts in its community. 

Example: Children utilizing Safe Haven facilities may receive services from

several sources. In this case, because Safe Havens may function as convenient

locations for delivering services to clients who might not otherwise use them, it

may be appropriate to include programs or activities that are not directly

supported through EOWS funds.

Geographic Extent of Weed and Seed Operations

Although Weed and Seed is a geographically based strategy with defined target

areas, the inclusion of activities for reporting should also rely on a reasonable

judgement based on their relationship and impact on the Site regardless of actual

location. For law enforcement activities, this concept has been expressed in the

following manner:

“1) any felony or misdemeanor relating to distributing or possessing drugs and/or

firearms (or aiding/abetting or causing thereof) within the confines of the Weed

and Seed area, or involving a conspiracy to sell or possess drugs and/or firearms;

or 2) the commission of any other felony offenses within the Weed and Seed area

(including) any such cases which occur outside the Weed and Seed area which

directly impact the area or have a significant nexus thereto” (Memorandum of

8/5/92 from the Deputy Attorney General to U.S. Attorneys for Weed and Seed

Sites).

Data

Estimation

Acceptable

If actual program activity data are not available, an estimation method may be

used to provide indicators of local Weed and Seed Site efforts. See Footnote A

in the Instructions for a discussion of acceptable methods and examples. For

additional guidance on this topic, contact Jim Zepp or Yuki Yamagishi, JRSA,

(202) 842-9330 - phone, (202) 842-9329 - fax, jzepp@jrsa.org - Internet email.

Suggested

Data Sources

The participating agencies are the most obvious source of program data such as

reported crimes and client counts. Government planning agencies can usually
Executive Office for Weed and Seed

Instructions for Grantee Site Characteristics and

Activity Data Report Forms

Page 2 of 7

January 6, 2000 Rev. 2.0

provide demographic data (i.e., total population, youth--ages 0-17, and adults)

and land area measurements. Colleges and universities may also have resources

for obtaining the data needed for these reports. These may include their libraries;

academic departments such as urban planning/affairs, geography, or criminal

justice; or institutes for special studies. State Statistical Analysis Centers (SACs)

can also provide information or technical skills helpful to local agencies. JRSA

can identify the SAC agency for your state. Call Jim Zepp or Stan Orchowsky at

JRSA, (202) 842-9330, or send an Internet email to jzepp@jrsa.org. 

Yes/No/

Planned

Response

Definitions

The terms “yes,” “no,” and “planned” as used in these forms are defined as

follows:

yes - The service or program activity is operational during the current quarter

being reported. In other words, a budget has been established and funded, the

staff are hired and working, and the appropriate facilities and equipment are

functional. 

no - No program activities have occurred during the current quarter being

reported.

planned - Preparations have been made for starting a service or program

activity such as a funding request, staff recruitment, or facilities construction

during the current reporting quarter but no clients have been served or

program operations have taken place.

Part I - Grantee Site Characteristics and Activity Report Form Guidance

SECTION A -

Site

Demographic

Information 

These data are usually derived from U.S. Census Bureau reports and may be

supplemented by estimates produced by state or local demographers. Depending

on the geographic area of the local Weed and Seed Site, estimates of the

population may be necessary.

SECTION B -

Community

Policing

Activities 

Section B, Question 1e. refers to either a) general public meetings held in the

target community that may be for Weed and Seed activities such as providing

crime prevention education or forming a Neighborhood Watch group or b) Local

Site staff attendance at meetings of community organizations such as civic

associations, churches, or business groups. It does not refer to meetings of the

Weed and Seed Site committees or other meetings for internal Weed and Seed

project operations. 
Executive Office for Weed and Seed

Instructions for Grantee Site Characteristics and

Activity Data Report Forms

Page 3 of 7

January 6, 2000 Rev. 2.0

SECTION C -

Seeding

Activities

Questions 1 and 2 request the total number of facilities in the Local Site that are

designated as Safe Havens and the number which receive any direct EOWS

funding.

Question 3 is a listing of each Safe Haven facility’s name (e.g., the Southside

Boys Club, Lincoln Elementary School, or Midtown Community Center), its

street address, city, and state. This information should be for all Safe Haven

facilities regardless of whether or not EOWS funds are given to each facility. If

more space is needed, additional pages can be attached for this information. 

SECTION D -

Community/

Economic

Development

Information

This section relates to community-based organizations that are involved in

commercial and housing redevelopment efforts. Many local Weed and Seed Sites

have coordinated their activities with community development programs such as

Pulling America’s Communities Together (PACT) and the Comprehensive

Communities Program (CCP). The Weed and Seed Community Security

Partnership funding option will allow Local Sites to expand their activities in

these concerns.

Questions 4a and 4b are related to the U.S. Environmental Protection Agency

(EPA)’s Brownfields Assessment Demonstration Pilot Program. Please note

that other EPA brownfields programs are not to be included in these

responses. The EPA's Brownfields Economic Redevelopment Initiative is

designed to empower states, communities, and other stakeholders in economic

redevelopment to work together in a timely manner to prevent, assess, safely

clean up, and sustainably reuse brownfields. A brownfield is a site, or portion

thereof, that has actual or perceived contamination and an active potential for

redevelopment or reuse. 

EPA is funding Assessment Demonstration Pilot Programs (each funded up to

$200,000 over two years), to assess brownfields sites and to test cleanup and

redevelopment models; job training pilot programs (each funded up to $200,000

over two years), to provide training for residents of communities affected by

brownfields to facilitate cleanup of brownfields sites and prepare trainees for

future employment in the environmental field; and cleanup revolving loan fund

programs (each funded up to $500,000 over five years) to capitalize loan funds to

make loans for the environmental cleanup of brownfields. These pilot programs

are intended to provide EPA, states, tribes, municipalities, and communities with

useful information and strategies as they continue to seek new methods to

promote a unified approach to site assessment, environmental cleanup, and

redevelopment. 
Executive Office for Weed and Seed

Instructions for Grantee Site Characteristics and

Activity Data Report Forms

Page 4 of 7

January 6, 2000 Rev. 2.0

For more detailed information about this program and the Assessment

Demonstration Pilot Site locations, visit the EPA’s Web site at: 

http://www.epa.gov/swerosps/bf/pilot.htm#pilot

or contact:

Ms. Gayle L. Rice

U.S. Environmental Protection Agency

Office of Solid Waste and Emergency Response (OSWER) 

MC: 5101

401 M Street, SW

Washington, D.C. 20460

Phone (202) 260-8431; Fax (202) 260-6606; Email rice.gayle@epa.gov

SECTION F -

Law

Enforcement

Information

Question 1 requests the total number of homicides reported a) within the Weed

and Seed area boundaries and b) the entire jurisdiction (i.e., city or county) in

which the Local Site is located. In order to establish a trend for community

conditions, three years of data are requested. Estimates may be necessary for

some Local Sites. This information is required of all Sites to maintain their

EOWS support.

Question 2 involves drug arrest data related to the Site’s Weeding activities. As

previously stated in the Scope of Activities to Be Reported portion of these

instructions, the drug arrest statistics can include those occurring outside the

Site’s boundaries if they still involve the Site’s efforts or are intended to affect its

conditions for improvement. Arrests by various drug types are also requested. 

This information is optional.

Question 3 is an opportunity for Local Sites to provide indicators of law

enforcement activities that have focused on major community concerns such as

truancy prevention, robbery reduction, or anti-drug or anti-gang efforts. This

information can be derived from existing reports or data produced by local

agencies working in the community.

SECTION G -

Safe Haven

Information

Question 1 refers to the number of persons receiving services and not visits or

sessions attended. The term “total unduplicated Safe Haven attendance”

represents the number of persons utilizing the program during a typical week’s

operations for the first Quarter of 2000 (January 1st to March 31st). 

“Unduplicated” means that as much as reasonably possible the total count should

not include repeat visits by the same individuals during the reporting period.
Executive Office for Weed and Seed

Instructions for Grantee Site Characteristics and

Activity Data Report Forms

Page 5 of 7

January 6, 2000 Rev. 2.0

This information would be generally collected through attendance logs. For

services such as after-school activities that the same children participate every

day, an attendance sheet for one day should provide an unduplicated attendance

count. For daily activities where different individuals may attend each day,

separate attendance logs would be needed for each day that the program

operates.

In instances where some of the same individuals may attend a mixture of

activities during a week, the Local Site staff are asked to use their judgement in

arriving at representative unduplicated counts of attendance. For example, when

the majority of the attendees at two activities are the same persons, one count or

attendance sheet will provide a reasonable unduplicated count. If there is little

overlap in attendees, then separate attendance sheets for each activity may be

appropriate. Estimates may be necessary for some programs. 

Question 2 is an opportunity for Local Sites to provide indicators of Safe Haven

activities that have focused on major community concerns such as academic

performance problems, youth unemployment, or anti-gang efforts. This

information can be derived from existing reports or data produced by local

agencies working in the community.

Part II - Grantee Site Characteristics Update Report Form Guidance

Only enter new or modified information in Sections A through H. For additional help with answering

this form’s questions, see instructions for Part I - Grantee Site Characteristics and Activity Data

Report.

Footnote A - Acceptable Estimation Methods

Data

Estimation

Conditions

Collecting daily counts at each facility may be beyond the ability of some Sites. 

Other Sites may have difficulties obtaining data because their Weed and Seed

geographic areas do not match the reporting boundaries used by the various

participating agencies such as police precincts or districts, community agency

service areas, or individual school zones or clusters. There also may be problems

due to different reporting time periods or organizational units across agencies

which may prevent the collection of data directly attributable to Weed and Seed

staff or activities. 
Executive Office for Weed and Seed

Instructions for Grantee Site Characteristics and

Activity Data Report Forms

Page 6 of 7

January 6, 2000 Rev. 2.0

Following are several estimation methods that are acceptable for compiling

information on Weed and Seed Local Site efforts. The choice of estimation

method used is at the discretion of each Local Site but it is important to present

as accurate a portrayal of the Weed and Seed activities as possible.

Method 1 -

Proration of

Available

Data

When data are only available for a geographic area larger than the officially

recognized Weed and Seed area or for a portion of the Local Site, an estimated

value may be calculated based on the percentage that the Weed and Seed Site is

of the total area.

Example 1: If a police precinct reported that 30 homicides occurred during

the last year and the Weed and Seed Site is 50% of the precinct area, then 15

homicides should be reported for the Site. The Proration Method should be

identified for the data element Section F, Question 1a in the Explanatory

Notes in the Part I - Grantee Site Characteristics and Activity Data Report

Form.

Example 2: A youth midnight basketball league is hosted by a community

center located in the Weed and Seed Site but the facility’s service area

extends outside the Weed and Seed boundaries. Consequently, the

participants include children who are not from the Weed and Seed Site. 

Based on U.S. Census data, the Weed and Seed Site accounts for 60% of the

youth population in the center’s service area. Consequently, 30 of the 50

youths participating are included in the count listed for Section G, Question 1

in the Part I - Grantee Site Characteristics and Activity Data Report Form and

the Proration Method would be cited in the Explanatory Notes.

It should be noted that in the first example, geographic area was used as the

basis for prorating the statistical data, while the second example used population

data. The choice of which basis to use for calculating an estimate is determined

by what may be most representative for your Site. If a Site contains a large

amount of nonresidential area (such as businesses, schools, or hospitals) where

arrests or other activities may occur, then land area rather than population may

be an appropriate choice for the proration. On the other hand, population can be

used when the statistics involve persons served. 

Method 2 -

Data

Sampling 

When attendance counts of service clients may not be available for all Safe

Haven facilities, then taking sample counts may be a reasonable substitute. In

this instance, attendance client counts are done for those Safe Havens where this

is reasonable to do so. 
Executive Office for Weed and Seed

Instructions for Grantee Site Characteristics and

Activity Data Report Forms

Page 7 of 7

January 6, 2000 Rev. 2.0

Example: A Local Site has three Safe Haven facilities. The total

unduplicated attendance count for the first facility is 30 and for the second

facility is 45. For various organizational reasons, an unduplicated count is

not available for the third facility. Several options are available for

estimating the attendance at the third facility.

Option A - If the program capacity at the third facility is the same as either

the first or the second facility, use the appropriate attendance count from

that one to the third facility.

Option B - Even though an attendance count for an entire week may not be

feasible for the third facility, a one day attendance count may still be

possible. In fact, depending on the nature of the activities occurring there,

the one day count may be sufficient.

Option C - If attendance counts are not feasible for all activities, it still may

be possible to have attendance counts done for the major services that are

the primary focus of the Safe Haven such as an after-school program that

would be indicative of the Weed and Seed effort at that facility.