Name the decision
Begin with a question the team can act on: Are participants returning? Are families able to reach the program? Did a skill-building activity help young people demonstrate a new practice? If no decision depends on a measure, it may not justify the work of collecting it.
Write the decision; name the person who reviews it; set the review date.
Separate activity from outcome
An attendance count shows participation. It does not alone prove a change in confidence, learning or opportunity. Use an output such as sessions delivered alongside a modest outcome indicator, such as a participant explanation, completed project or follow-up step. Define each measure consistently.
Outputs and outcomes labeled separately; collection method documented; limitations stated.
Collect respectfully
Ask only for information needed to improve the program or meet a legitimate reporting requirement. Explain to families and youth how responses will be used. Use approved storage and access rules, and avoid making an individual child's story a public proof point without appropriate permission.
Data minimization; clear purpose; access boundaries; participant voice.
Review and revise
Put the findings beside staff observations and participant feedback. Ask which activity to keep, change or stop. Report uncertainty plainly, including small sample sizes or missing responses. The strongest report makes the next program decision easier.
Decision recorded; follow-up owner named; next review scheduled.