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Run: Drop-In Center Daily Census and Service Log

Track unduplicated visitors, services accessed, resources distributed, incidents, and staffing for each drop-in center day. Use it to support funder reportin...

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Log Identification

Date of Service (required)

The calendar date this log covers. Do not backdate more than 48 hours without supervisor approval.

Site / Location Name (required)

Select the drop-in center location where services were provided.

If 'Other', specify site name

Operating Hours — Open Time (required)

Time the drop-in center opened for the day.

Operating Hours — Close Time (required)

Time the drop-in center closed for the day.

Staff Member Completing This Log (required)

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 (required)

Daily Visitor Census

Total Unduplicated Visitors Today (required)

Count each individual once, even if they visited multiple times during the day.

New Visitors (First-Time or Not Previously Enrolled) (required)

Individuals visiting for the first time or not yet in your participant database.

Returning Visitors (required)

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 (required)

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? (required)

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? (required)

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 (required)

Number of Volunteers On-Site Today

Number of Peer Support Specialists On-Site Today

Were There Any Operational Issues Affecting Service Delivery? (required)

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)

Required before submission. Falsification of program records may result in disciplinary action and jeopardize program funding.

Yes No N/A

Does Your Supervisor Need to Be Notified About Anything in This Log? (required)

Any Additional Notes for Program Manager Review

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