SayPro Attendance Logs: 5-Day Diving Camp.

Objective:
The SayPro Attendance Logs are essential records for documenting the attendance of all participants throughout the duration of the 5-Day Diving Camp. These logs provide a clear and detailed account of which participants attended each activity on every day of the camp. They also serve as a tool to monitor the engagement and participation of each individual, ensuring that all campers are present for mandatory sessions, safety briefings, and dive activities. The records also help verify completion of the program for certification purposes.

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1. Overview of Attendance Logs

The SayPro Attendance Logs are maintained daily and should be completed by the camp staff (such as instructors or camp coordinators) to record participants’ arrival and departure times, along with any special circumstances that might affect attendance. This log will include all key camp activities, including theory lessons, practical diving sessions, and group events. The data is used for both administrative purposes (ensuring proper participation) and to address any issues related to missed sessions, early departures, or absences.

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2. Log Format

Each day’s attendance log will include the following sections:

A. Camp Date and Activity Overview

At the top of each log, the date of the specific camp day, along with the activities planned for the day, will be documented:

• Date:
  (e.g., Day 1: January 15, 2025)
• Planned Activities for the Day:
  (e.g., Morning: Theory – Diving Physics; Afternoon: Pool Session – Basic Skills Practice; Evening: Q&A/Review)

This section will act as a reference to verify that attendance records are linked to the appropriate activities for each day.

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3. Participant Attendance Details

Each participant will be listed along with the recorded details of their attendance for that day.

A. Participant Name

• Full Name:
  (First and Last name of the participant)

B. Daily Attendance

• Arrival Time:
  (The time at which the participant arrives for the day’s activities)
• Departure Time:
  (The time at which the participant leaves for the day’s activities, or marks the end of their participation)
• Present (P) / Absent (A):
  (An indication of whether the participant attended the full day’s activities. If absent, the reason will be noted) Special Notations (if applicable):
  • Late Arrival (L): If the participant arrives after the scheduled start time
  • Early Departure (ED): If the participant leaves before the end of the scheduled activities
  • Partial Attendance (PA): If the participant attended only part of the scheduled activities due to personal reasons, illness, or any other specific circumstances

C. Absence or Special Circumstances

If a participant is absent or has a special circumstance (such as early departure or late arrival), the reason should be recorded:

• Reason for Absence or Special Circumstance:
  (e.g., illness, personal reason, travel delay)
• Action Taken:
  (e.g., participant given additional practice time, follow-up with the participant, etc.)

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4. Instructors’ and Staff Members’ Attendance

In addition to the participants, the SayPro Attendance Log also tracks the attendance of the instructors and other camp staff. This ensures proper supervision and that the required staff-to-participant ratios are met.

A. Staff Members

• Instructor/Staff Name:
  (Name of the instructor or staff member present that day)
• Role:
  (e.g., Lead Instructor, Assistant Instructor, Safety Officer, Dive Master)
• Time In/Time Out:
  (Recording the times when staff arrive and leave each day)

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5. Daily Sign-In and Sign-Out Procedure

At the beginning of each camp day, all participants must sign in to indicate their arrival and participation for the day. At the end of each session or the camp day, participants will sign out, ensuring that their attendance is documented properly.

A. Sign-In Process

• Time:
  Participants should sign in upon arrival, noting the exact time they arrive for the day’s activities. This will be especially important if the day’s activities begin at different times (for example, some participants might have diving sessions in the morning, while others may begin their theory lessons later).

B. Sign-Out Process

• Time:
  Participants should sign out when they leave the camp, marking the time they depart, and providing any necessary notes regarding early departure, late arrival, or missed sessions.

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6. Weekly Summary of Attendance

At the end of each camp week (i.e., after all five days of the camp), the attendance logs will be reviewed, and a summary report will be generated. This report will highlight:

• Total Attendance:
  Number of days each participant attended (out of 5)
• Participation Rates:
  Total number of sessions attended by each participant
• Absenteeism Trends:
  Patterns of missed days or sessions for each participant
• Follow-Up Actions:
  If any participant missed a significant portion of the camp, follow-up actions will be documented, such as additional catch-up lessons or re-scheduling of missed dives.

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7. Monitoring and Documentation

The SayPro Attendance Logs will be stored digitally or physically for record-keeping, and should be readily available for review in case of disputes or certification verifications. All attendance logs will be maintained by the camp coordinator or a designated staff member, and should be reviewed at the end of each camp day to ensure completeness and accuracy.

A. Daily Review

• Each day’s attendance will be reviewed by the camp coordinator to confirm that all participants are accounted for and that any discrepancies (such as absences) are noted.

B. Emergency or Absence Tracking

• Any emergencies or unplanned absences will be immediately followed up with a note in the log and tracked for further action, ensuring that no participant falls behind due to unexpected issues.

C. Participant Certification Verification

• Attendance logs will be cross-referenced with the completion of course requirements when issuing scuba diving certifications. Only participants who meet the required attendance for both theory and practical sessions will be eligible for certification.

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8. Sample Attendance Log Entry

Below is an example of how a SayPro Attendance Log entry for one day might look:

Date	Participant Name	Arrival Time	Departure Time	Present (P)/Absent (A)	Reason for Absence/Special Circumstance	Instructor/Staff Present
January 15, 2025	John Doe	08:45 AM	04:30 PM	P	N/A	Jane Smith (Lead Instructor)
January 15, 2025	Sarah Lee	09:00 AM	04:00 PM	P	N/A	Mike Davis (Assistant Instructor)
January 15, 2025	Tom Richards	09:15 AM	03:30 PM	L	Late due to transport delay	Lucy Green (Safety Officer)
January 15, 2025	Emily Stone	08:45 AM	12:00 PM	ED	Left early due to personal reason	John Brown (Dive Master)

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9. Conclusion

The SayPro Attendance Logs are an important tool for maintaining accurate records of participant engagement and tracking the completion of the 5-Day Diving Camp. By carefully documenting attendance, reasons for absences, and special circumstances, SayPro ensures that all participants are appropriately accounted for, receive the necessary instructional time, and are eligible for certification. This log also plays a critical role in camp administration, ensuring that safety protocols are maintained, and staffing requirements are met.