Complete and accurate documentation of Project SHINE activities is extremely important since we use the information we collect to evaluate and improve the program as well as to report to our current funders and apply for grants that will sustain the program in the future. Tutors and coaches have different documentation requirements, so please make sure you turn in the appropriate items. All forms and assessments are due at the Reflection Celebration.

Tutors need to turn in:

1. One attendance sheet
2. Learner information sheets (one per learner)
3. BEST tests (one per learner)
4. Learner surveys (one per learner)

Coaches need to turn in:

1. One attendance sheet 
2. Learner surveys (one per learner)

Attendance
For our reports to our funders and your professors, it's important for us to know how many hours of service our tutors provide as well as how many hours of tutoring each learner receives, and we get this information from attendance sheets. Please list your tutoring dates across the top and your learners' names down the left side. Put a check for each week you tutored or coached each learner in the appropriate box. Have your community partner site contact initial the bottom line each week.

Learner Information
Learner Information forms help us understand the communities that we serve and tailor our program to the needs of those communities. Have each learner you work with fill out a Learner Information form when you start working with him/her. We strongly recommend that you help your learner fill out this form to ensure that we get a legible form with accurate information. The most important information is your learner's name, address, and date of birth. If a learner feels uncomfortable sharing some of the other information, you can leave some sections blank.

Learner Survey
Please ask each learner you work with to complete a survey before tutoring ends so we can get a sense of what they learned and how to improve our program.  You can access the survey in over 20 different languages here. 

BEST Test
We use the Basic English Skills Test's Literacy section to help us track the progress of our learners over time. Scores are also sent to funders, such as the Pennsylvania Department of Education, to prove how we help elders work closer to literacy. BEST Tests should be administered by tutors only to each learner by the middle of the semester. Attached are administering instructions, and the test can be picked up in the SHINE office or from your Site Coordinator.