We ran into the same problem a few years ago, and grew tired of having to deal with data that was all over the place, especially when trying to keep different sources current and containing the same data. So when we move to our new website, which was built from scratch, we decided to integrate a member login - from there, we've expanded it to keep track of their hours and forms as well. You can see this in the screenshot attached. Things like STIMS registration, whether they've turned in their required forms and paid for t-shirts, number of hours earned, size can be seen at a glance for all the students. It makes it very simple and easy to manage.
(Those aren't real people. There is not, in fact, a member on our team named CRyptonite McSwagg, this is just a developmental version.)