Description: Regularly monitoring attendance helps Programs understand participation and engagement, assess program impact, and make data-informed decisions. The updated Excel trackers record attendance and automatically generate a roster of unique participants by matching first and last names within each workbook. Separate trackers support ongoing structured fitness programming lasting 6 weeks or longer and structured fitness programming lasting less than 6 weeks, including one-time events.
Target audience: Program staff, coaches, and fitness professionals recording attendance for athletes, Unified Partners, coaches, parents or caregivers, and others attending fitness programming.
When to use: Use the Ongoing Structured Fitness Attendance Tracker for programming lasting 6 weeks or longer. Use the Structured Fitness Tracker—Programming Less Than 6 Weeks for fitness and programming lasting less than 6 weeks, including one-time events.
Measures
- Total number of unique participants with intellectual disability (ID)
- Total number of unique participants without ID
- Number of unique participants whose ID status is not reported
- For ongoing programming: total sessions attended, first and last session dates, and repeat participation across program cycles. Repeat participation identifies people with attendance recorded on more than one program-cycle row
Implementation Instructions
- Choose the tracker that matches the duration of your programming. Enter participant information on the Sign-in Sheet tab: first name, last name, participant role, and whether the participant has ID. Age and gender are optional.
- For ongoing programming, enter the date of each session the participant attended using mm/dd/yyyy. Leave the session cell blank if the participant did not attend. Use a separate row for each program cycle, with consistent first and last names for returning participants.
- For programming lasting less than 6 weeks, enter a separate row for each participant at each event or activity. Record the event date and select the appropriate event name.
- Review the Attendance Roster tab for automatically generated participant totals. Follow up on missing ID status before reporting in the SHE and Census. Preserve the formulas and Participant Key column.
Results & Reports: Use the Attendance Roster tab to obtain unique participant totals for reporting.
Attendance Tracking Sheets
Please click ‘file’, ‘create a copy,’ ‘download a copy’ to ensure all formulas work correctly.