There are four reasons for the session/participation log.
Commitment and Participation: We need to know the names of the students who attend each session. Do not enter the number in attendance. Many facilitators have expressed concern about scheduling and the students' level of commitment. In order for us to gain clarity and assess the nature of their commitment we need to know who was in attendance and who was not. This will enable us to support the facilitators and develop outreach services to the student(s) who regularly miss a session.
Stipend Timesheet: The logs serve as a form of timesheet for payment of the stipend for facilitating. The session log is similar in nature to a timesheet. Just as each empoyee is required to maintain a separate timesheet, so do our facilitators. The IRS requires separate time keeping for each person. Therefore we need a separate log for each facilitator for each group the facilitator serves.
Statistical Reporting: We need to report participation statistics and other forms of assessment to our grant underwriter, the Lilly Endowment Inc. The session logs help us keep track of some of the data we need to report.
Checks and Balances for Food Invoices: The session logs help us with checks and balances for payment of the meals. We are finding some groups changing their food order preferences after the online meeting request is completed and do not report the change. We also are finding that receipts are not being turned in to our office when we balance our monthly statements from the various restaurants. We need the original receipt or some form of validation in order to pay the invoices. The session logs help us validate what has been charged and where. Note: Good To Go does not give receipts.
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College of Saint Benedict
37 South College Avenue St. Joseph, Minnesota 56374 320-363-5011