A resource for community based programs to document outputs or quantitative data measures.  The instruments were created by Dr. Elizabeth G. Dunn for the Missouri's Children, Youth and Families at Risk (CYFAR) Project.

Program staff documented participant attendance as well as participant and staff training attendance.

Output Tracking Directions (Word) or (PDF)
(for those reporting)
Directions for collecting and reporting output tracking data including information on the various output tracking forms.

Output Tracking Directions (Word) or (PDF)
(for those compiling reported data)
Directions for compiling and totaling reported data from various programs.

Output Tracking Forms

• Sign In Sheet (Excel)
  Form 1 - For daily programs. Names are filled in at the beginning of the week, then each day of participation is checked off.
  
• Weekly Participant Attendance Record (Excel)
  Form 2 - The main form for tracking regular program participation. The names, grade level, age group, racial-ethnic category, and program attendance for all participants should be recorded on this spreadsheet.
  
• Computer Training Log (Excel)
  Form 3 - All computer-related training is recorded on this form. Fields that must be filled are training topic, date, duration, and number of children/youth, adults, and staff trained.
  
• Volunteer Hours Record (Excel)
  Form 4 - For tracking volunteer hours. The names, age group, racial-ethnic category, and attendance (number of hours per week) for all volunteers should be recorded on this spreadsheet.
  
• Training Sign In (Excel)
  Form 5 - For extended training programs. Names are filled in at the first training session then participation in each subsequent session is checked off.
  
• Training Attendance Sheet (Excel)
  Form 6 - For compiling attendance data for extended training programs. The names, age group, racial-ethnic category, and attendance for all trainees should be recorded on this spreadsheet.
  
• Training Record (Word)
  Form 7 - For one-day trainings or workshops. Trainer name, training topic, curriculum used, date and duration, and number of children/youth, adults, or staff trained are recorded.

Output Tracking Coding Key
Keep codes (numbers that correspond to categories) consistent between sites when compiling data in spreadsheets.

Attendance
Program attendance should be recorded using a "zero" for absence and a "one" for presence.

"0" Not Present
"1" Present
"99" No data available

Racial-Ethnic Category
One of the following numbers should be recorded on the spreadsheet for each participant, depending on the racial-ethnic category indicated by the participant.

"1" White, not of Hispanic Origin.
"2" Black, not of Hispanic Origin
"3" American Indian or Alaskan Native
"4" Hispanic
"5" Asian or Pacific Islander
"6" Multi-Racial: A person from two or more of the above racial-ethnic categories.
"99" No data available

Poverty Risk Factor
One of the following numbers should be recorded on the spreadsheet for each participant, depending on the calculation made from the "Optional Income Information" sheet (attached).

"0" Not associated with a poverty risk factor
"1" Associated with a poverty risk factor
"99" No data available

Age Group
CYFAR categorizes children and youth according to grade level, with those in grades K-6 categorized as "children" and those in grades 7-12 categorized as "youth." For age group, then, the following codes should be used:

"0" Children (grades K-6)
"1" Youth (grades 7-12)
"99" No data available

Last Revised 18-Mar-08