Student Interaction Data Tracking

Site Supervisors and YES Navigators should also watch the training video Data Tracking 101 for an overview of these systems.

Overview: Why We Track Data

Accurate and consistent data tracking ensures:

  • We measure student progress and program impact

  • We identify patterns in engagement

  • We communicate effectively as a team

  • We meet AmeriCorps and state reporting requirements

  • We protect funding and demonstrate the value of your work

Below you will find information on how to use the YES data tracking tools housed in your school’s Box folder.


The YES Data Tracking System (3 Components)

YES Navigators use three core tools:

1. Caseload Spreadsheet (Box)

  • Contains each caseload student’s name and Student Tracking ID (auto-populates with the first and last initial and last three digits of the student ID)

  • Organizes student data in one place

  • Links directly to all forms and dashboards

You will use this sheet to:

  • Record the member’s caseload students

  • Keep student identifying information safe

  • Assign student Tracking IDs

  • Access links to:

    • Student Interaction Form

    • Interaction dashboard

    • DAP survey

Required actions:

  1. Add all caseload students during Week 1 of member onsite

  2. Use the unique Tracking IDs when submitting Student Interaction Tracker responses

2. Student Interaction Tracker (Airtable Form)

Used after every student interaction, including:

  • Weekly one-on-one check-ins

  • Parent/guardian outreach

  • Resource navigation

  • Interventions (QPR, MHFA, Check & Connect)

  • Afterschool events

  • Social media usage review

Form link: https://airtable.com/appSTUwyqodI9aN7s/pagp1D9BKJxz1dfbu/form

Section 1 – Navigator Information

Fields include:

  • Your name

  • Your school (Some schools may have additional identifiers)

Section 2 – Interaction Details

You will enter:

  • Student Tracking ID (from the Caseload Spreadsheet)

  • Date & time of meeting

  • Duration (in minutes)

  • Activities completed

    • Make sure to track DAP if given in that session!!!

  • Resources discussed or given

  • Notes

  • File attachments (attendance screenshots, etc.)

What files should I attach?

Anything relevant to the student, such as forms or outside data tracking completed between sessions.

  • Screenshots of entries into Powerschool or other school database

  • Signed permission slips

  • Student worksheets (get-to-know-you, Goal-setting, etc)

Activities you may select (select multiple if applicable):

  • Weekly 1-on-1 check-in

  • Developmental Assets Profile

  • Intervention: Check & Connect

  • Intervention: Mental Health First Aid

  • Intervention: Question, Persuade, Refer

  • Connected student to resources

  • Social media usage review

  • Parent/guardian engagement

  • Afterschool event

3. Developmental Assets Profile (DAP)

A pre- and post-survey for each caseload student. Used to measure:

  • Strengths

  • Supports

  • Skill growth

Pre-survey link: https://survey.search-institute.org/s3/dapv3-18319

Post-survey link: https://survey.search-institute.org/s3/dapv3-18320

Overview:

  • Takes 5–10 minutes

  • Available in English and Spanish

  • Works well during a 1:1 check-in meeting

  • Administer as soon as you get permission slip back

  • Record as an activity in your Student Interaction Tracker form!

Workflow: When to Complete Each Tool

Before the first meeting

  • Fill out the Caseload Spreadsheet

  • Prepare your introduction and outreach plan

Initial Student Meeting

  • Record interaction in the Student Interaction Tracker

Second Student Meeting

  • Have student complete the DAP Pre-Assessment

  • Record interaction with DAP as an activity and upload completed permission slip and any other assignments (get-to-know-you, goal-setting, etc)

Ongoing Meetings (3rd and beyond)

  • Complete Student Interaction Tracker after every meeting and include all relevant attachments

  • Review data trends (attendance, notes, referrals) and adjust your support accordingly

Final Month of Service

  • Administer DAP Post-Assessment

Guidelines for High-Quality Data

  • Enter data the same day

    Preferably right after each student meeting.

  • Double-check each entry

    Missing data = inaccurate reporting.

  • Keep notes factual, not personal opinions

    Examples:

    ✔“Student reported feeling overwhelmed with homework.”
    ✘ “Student seems lazy/unmotivated.”

  • Protect student privacy

    Do not store identifiable information outside secure systems

    Do not save student files on personal devices

Common Questions

Q: What if I forget to log an interaction?

Log it as soon as possible, with an accurate timestamp.

Q: What if multiple staff interact with one student?

Each staff member logs their own interaction.

Q: Can I edit a submitted form?

Work with Erin (Placement Coordinator) to correct errors.