OTD Capstone Project Tracker and Meeting Log

The tracker came out of a practical problem: keeping weekly tasks and meeting notes organized across an entire capstone experience. Woolley wanted one place to look instead of several, so she built a simple weekly planner and used it throughout her own OTD capstone. The format was adapted from the University of Wisconsin workspace template for a 1:1 meeting agenda.

The tracker is designed for capstone student projects. Each weekly page pairs the project work with the supervision conversation, so planning and meeting documentation live side by side rather than in separate places.

The layout follows the rhythm of a capstone week. Project Status opens with recent wins and current roadblocks. The task table breaks projects into upcoming steps with deadlines. Supervisor Meeting Notes holds questions and requests going into a check-in and feedback or action items coming out of it, which makes it easy to walk into a meeting with an agenda already written. There is also a space for offsite hours and professional development, useful for programs that ask students to log time outside the primary site.

It works well as a shared document. Woolley recommends sharing the copy with a site supervisor so both people can see what was discussed and what is coming next. Used that way, it supports ongoing communication about the project between check-ins.

This is a practical organizational tool rather than a research-based intervention, and the page should be read that way. The support behind it is the author's own experience using it across a full capstone project, where having tasks and notes consolidated into one page proved easier to maintain than tracking them separately. The underlying structure borrows from an established meeting-agenda format — the University of Wisconsin workspace 1:1 meeting agenda template — which was designed for the same purpose of pairing agenda items with notes in a single place.

The tracker can be printed and filled in by hand, downloaded as a PDF and Word file, or used digitally.

For students who want an editable, shareable version, the original Google Doc is available to Club members. Making a copy in a personal Google Drive is the recommended starting point — once copied, the whole document is editable, so headings can be renamed to match a specific project, site, or program requirements. Sharing that copy with a site supervisor gives both people access to the same running record.

A few practical notes:

• The Week 1 page includes sample text in the Upcoming Steps column showing how to break a project into tasks. Later weeks leave that column blank. Read Week 1 first, then clear the samples or leave them as a reminder.

• The file runs 14 weeks. If a program's capstone is shorter or longer, add or delete weekly pages by copying one and renumbering the heading.

• Fill in recurring meeting times and standing agenda items once, at the start of the experience, so each week starts partly complete.

• Decide early whether the document is private or shared. A tracker shared with a supervisor works best when notes are written with that in mind.

• Programs vary in what capstone documentation they require. This tracker is a personal organizational aid and is not a substitute for a program's required forms or reporting.