When you run a program, it's your responsibility to keep track of everybody. You're going to need a system so your teachers know:
Who's registered (if applicable)
Who's already been dropped off and picked up, and which days they attended
Who's allowed to pick up each child
Who to contact if something goes wrong
Who has allergies and other needs
To help you start setting up your system, we've created template versions of our sign-in and roster systems. If you'd like to use these, simply open them up and make copies!
Here's our program roster, for registration-based programs. ⬇️ Keep reading below for more info on this one!
Here's our sign-in sheet, for drop-in programs. ⬇️
TEMPLATE Assemble Drop-in Program Sign-in Sheet
The TEMPLATE Program Roster ⬆️ comes equipped with two tabs:
<aside> ⚙️ There's a Permission Form column in the bottom section. That's for keeping track of who has a signed Permission Slip.
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<aside> ⚗️ Once you have attendance stored in the spreadsheet, you can easily use the spreadsheet to calculate total attendance, per child, per week, and per program! This can be super useful for reporting back on your outcomes.
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⬅️ How to use this tab:
[ ] Duplicate the tab and fill in information about your program and the kids who have registered for it
[ ] Before day 1 of the program, print out the sheet (the top and bottom sections should be on separate pages)
[ ] Keep the bottom section with you as a reference throughout the program
[ ] Mark the top section to note when students sign in and out for each day
[ ] If you have unexpected drop-in participations, fill in their info in the extra rows at the bottom of the top section
[ ] At the end of each day or week, transcribe the marks (and info about any new kiddos) from your paper copy into the spreadsheet so that you have a digital record of program participation
EXAMPLE Roster shows you how the TEMPLATE tab ⬆️ looks when it's filled in with information about a program.
⬅️ How to use this tab:
<aside> ⚙ Heads up! All the people, details, and contact information in this template are made up for the purposes of demonstration. It's not real information.
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