Free template · Planning and reports

Grant attendance report

A report for funders with program details, a monthly attendance table, outcomes and stories, plus how to count child-days and average attendance.

Download PDF Word version

What's in it

What the grant report covers

At the top: Fill this in from your daily sign-in sheets or attendance records. Report only what your records can back up, and use your funder's definitions where they differ from ours.

Program information

Program name
Funder and grant name
Grant or award number
Reporting period
Site name and address
Days and hours open
Contact name, phone and email

Enrollment

Children enrolled at the end of the period
New children this period
Children who left the program

Monthly attendance

Table: Month · Days open · Children enrolled · Total child-days · Average daily attendance · Regular attendees to date

How to count

Child-days: add up the number of children present on each day the program was open.
Average daily attendance: total child-days divided by days open.
Regular attendees: children who have attended at least [the number of days your funder sets] so far this [year].

Who we served

Ages or grades served
Children by [the groups your funder asks for, such as age, grade or school]
Children from low-income families (and how you know)
Children who received scholarships or subsidies

Activities

Main activities this period
Family events and how many attended
Staff and volunteer hours (if your funder asks)

Outcomes

Report progress on the goals in your grant, with numbers where you can.

Goal 1 and progress
Goal 2 and progress
Goal 3 and progress
How you measured progress (such as surveys, skills checks or school data)

Highlights and challenges

A short story that shows the program's impact (no full names without permission)
Challenges and what you're doing about them
Changes planned for the next period

Certification

This report is accurate and based on our program records.

Printed name and title
Signature
Date

Free to use and change, but not legal or medical advice. Check your state's licensing rules and your insurer's requirements, and have a lawyer review any consent or waiver language.

Tips

How to use it well

Read your grant agreement first, and add any measures your funder requires, such as specific age groups or a regular attendance cutoff.
Keep daily attendance records all year, so this report is a quick count instead of a scramble.
Pair the numbers with one short story or family quote, shared with permission.
Keep copies of each report and the records behind it for as long as your grant agreement requires.

Rules on ratios, medication and reporting vary by state. See your state in our state-by-state rules for youth programs.

FAQ

Questions, answered

How do you calculate average daily attendance?

Add up the number of children present on each day the program was open, then divide by the number of days open. For example, 600 child-days over 20 days is an average daily attendance of 30.

What do funders want in an attendance report?

Usually enrollment, total and average attendance, how many children attended regularly, who you served and progress toward the goals in your grant. Check your grant agreement for exact definitions, such as how many days count as regular attendance.