Six free Excel workbooks for youth and education programs — mentoring, tutoring, after-school, school volunteering and parent groups. No account, no email gate, and every one is a real .xlsx with live formulas. Find them on the hub at volunteerbadge.com/youth-program-toolkit or under Youth & Education Toolkit on volunteerbadge.com/tools.
The six workbooks
- Mentor Match & Closure Tracker— mentors, mentees, matches, a contact log and a closure log. Last contact is not a cell anyone edits: it is read out of the contact log, so a match cannot look current when it stopped meeting months ago. Separates “no contact ever logged” from “overdue”.
- After-School Attendance & Regular Attendee Tracker — a term-long attendance grid with automatic day counts and regular-attendee status against a threshold you set. The summary lists the students who are within a few days of that threshold, while a phone call can still change the number.
- Volunteer Tutor Session Log & Growth Tracker — computes sessions per week per student against your target dose, and counts a student no-show separately from a tutor absence.
- School Volunteer Clearance & Chaperone Readiness — you define your own clearance levels and lead times; it computes an apply-by date for every event and resolves each chaperone assignment to Ready, NOT CLEARED, EXPIRES BEFORE EVENT or WRONG LEVEL, with a line saying what to do about it.
- PTO / PTA Annual Financial Review — an independence check that disqualifies anyone who signs checks, is related to a signer or handled money; a 21-step checklist; twelve months of bank reconciliation; a fundraiser tab that flags cash counted by a single person; and a findings sheet.
- Student Service-Learning Hours Tracker — counts verified hours separately from claimed ones, and surfaces the entries still waiting on a supervisor signature.
Why they ask for your own numbers
Thresholds, contact intervals, clearance lead times and hour requirements are all cells you fill in rather than values we ship. They differ by funder, state and district and they change, so a template carrying last year’s number produces confident wrong answers. Where a widely used default exists we name it in the settings note and say where it came from, but it arrives as a value you can change.
Student data
Records you receive from a school may be protected education records under FERPA, and your state may add student-privacy rules of its own. Decide where the file lives, who can open it and how long you keep it before you put children’s names in it. Every workbook holding student data carries this warning on the sheet itself.
Disclaimers
Each download ends with a Terms & Disclaimer tab. These are record-keeping templates — not legal, medical, accounting or compliance advice, and using one does not mean a program meets any standard or requirement. VolunteerBadge and ScreenForge Labs, LLC are not affiliated with MENTOR, the U.S. Department of Education, any state education agency, any funder or any standards body, and the workbooks reproduce no published benchmark. The financial review supports an internal review by your own volunteers; it is not an audit as an accountant uses the word.
Where screening fits
The clearance, mentor and tutor workbooks all hold a screening date, and a check is only current on the day it ran. VolunteerBadge screens mentors, tutors, chaperones and program volunteers for $5 each and re-screens automatically on a schedule you set. The workbooks work fine if you run checks elsewhere and keep the dates by hand — they are registers.