PEARS Features for Age 5-17 Subcategory Data

New organization setting to require age 5-17 subcategories and N-PEARS export estimation for subcategory data.

Two updates released in June 2024 improve how age 5-17 subcategory data is collected and reported in PEARS.

New Organization Setting

A new setting — Require 5-17 Age Subcategories for Program Activity Demographics — is available in Organization Settings. When enabled:

• If the 5-17 total field contains data, the subcategory fields (5-7, 8-10, 11-13, 14-17) must also have data

• The total of all subcategories must match the 5-17 field total

• Applies only to new demographics entries — existing records are unaffected unless manually updated

• Defaults to off

TIP: Enable this setting to ensure complete subcategory data collection. Organizations that already collect subcategory data can turn this on without affecting existing records.

N-PEARS Export Estimation

For organizations that do not enforce subcategory reporting, the N-PEARS export now estimates subcategory breakdowns:

• The 5-17 total is evenly divided across the four subcategories (5-7, 8-10, 11-13, 14-17)

• Results populate the "estimated reach" fields in the Direct Education sheet

• Remainders are assigned to one subcategory to avoid decimals

• Existing subcategory data is never overwritten by estimates

• Estimation applies to FY 2024 data forward only

NOTE: The estimation is a convenience feature for reporting purposes. For the most accurate data, enable the organization setting to require actual subcategory entries.

Related Documentation

• Organization Settings — Enable the Require 5-17 Age Subcategories setting

• N-PEARS Export — Run the N-PEARS export with estimated subcategory data