Background:

• The recording of classes is decentralized, paper-based, and without an organized filing system.  This posed challenges for year-end reporting as it was difficult to collect and verify the records. In some cases, class attendance was unaccounted for. Based on this lesson learned, the goal was to have a centralized method to record attendance for both class types.

Role: Program Admin & Volunteer Management

• Developed a 3-step process to record attendance starting 2019:

  1. Paper-based: Designed a template to be printed weekly. At the end of the week, these are collected and stored properly.

  2. Software-based: Used Google Sheets to pattern the paper-based attendance. The in-house class attendance file is shared with the teaching staff, while the volunteer-led class attendance file is not. 

  3. Verification: At the end of the week, I double-checked that both the paper-based and software-based files were updated, and if there were a discrepancy between the two, I reached out to the person in charge of the class or referred back to documentation, such as class photos and class works.