Drop-In Center Daily Census and Service Log

Records unduplicated visitors, services accessed, and on-site resources used at a low-barrier drop-in center. Used by program managers for funder reporting and program planning.

Log Identification

• Date of Service
  The calendar date this log covers. Do not backdate more than 48 hours without supervisor approval.
• Site / Location Name
  Select the drop-in center location where services were provided.
• If 'Other', specify site name
• Operating Hours — Open Time
  Time the drop-in center opened for the day.
• Operating Hours — Close Time
  Time the drop-in center closed for the day.
• Staff Member Completing This Log
  Name of the staff member or volunteer responsible for this log entry. This field is used for audit trail purposes only and is not shared with funders.
• Staff Role

Daily Visitor Census

• Total Unduplicated Visitors Today
  Count each individual once, even if they visited multiple times during the day.
• New Visitors (First-Time or Not Previously Enrolled)
  Individuals visiting for the first time or not yet in your participant database.
• Returning Visitors
  Previously enrolled or known participants. Should equal Total Unduplicated Visitors minus New Visitors.
• Visitors Under Age 25
  Count of visitors estimated or confirmed to be under 25 years old. Required if your program has a youth-specific funding stream.
• Visitors Identifying as Veterans
  Self-reported veteran status. Do not ask if not disclosed voluntarily.
• Census Notes
  Note any factors affecting today's count (weather, events, closures at partner sites, etc.).

Services Accessed

• Service Categories Provided Today
  Select all service categories that were available and accessed today.
• Basic Needs — Number of Individuals Served
  Includes food, water, hygiene kits, and similar consumables.
• Shower / Laundry — Number of Individuals Served
• Case Management — Number of Individuals Served
  Count individuals who had a scheduled or walk-in case management interaction today.
• Housing Navigation — Number of Individuals Served
• Substance Use Support / Harm Reduction — Number of Individuals Served
  Includes naloxone distribution, safer use supplies, MOUD referrals, and related conversations.
• Mental Health Services — Number of Individuals Served
• Crisis Intervention — Number of Individuals Served
  Count individuals who required de-escalation, crisis counseling, or emergency referral.
• Other Services — Description and Count
  Describe any services provided that are not listed above and include counts.

Resource Distribution

• Meals / Snacks Distributed (Units)
  Total individual meals or snack bags handed out, not number of people.
• Hygiene Kits Distributed
• Naloxone / Narcan Kits Distributed
  Count complete kits distributed. Record overdose reversals separately in the Incidents section.
• Clothing Items Distributed
• Bus Passes / Transit Tokens Distributed
• Other Resources Distributed
  List any additional items distributed with quantities.

Referrals and Connections Made

• Were Any Referrals Made Today?
• Referral Destinations (Select All That Apply)
  Select all external programs or services to which individuals were referred today.
• Total Number of Referrals Made
  Count each referral separately (one person referred to two programs = 2 referrals).
• Referral Notes
  Include any notable referral outcomes, barriers encountered, or follow-up needed. Do not include participant names or other PII in this field.

Incidents and Safety

• Were Any Incidents or Safety Events Reported Today?
• Incident Type(s) (Select All That Apply)
• Number of Overdose Reversals Using Naloxone On-Site
  Count each reversal separately. Complete a separate incident report for each overdose event per your organization's policy.
• Incident Summary
  Provide a factual, objective summary. Do not include PII. A full incident report must be filed separately for any critical event.
• Was a Formal Incident Report Filed?

Staffing and Operations

• Number of Paid Staff On-Site Today
• Number of Volunteers On-Site Today
• Number of Peer Support Specialists On-Site Today
• Were There Any Operational Issues Affecting Service Delivery?
• Describe Operational Issues
• Operational Notes

Staff Attestation

• I attest that the information in this log is accurate and complete to the best of my knowledge.
  Required before submission. Falsification of program records may result in disciplinary action and jeopardize program funding.
• Does Your Supervisor Need to Be Notified About Anything in This Log?
• Any Additional Notes for Program Manager Review