The Site Coordinator is the direct supervisor of all site staff and the liaison between the school day and program. You will set and communicate clear expectations to your staff and hold them accountable. It is important to remember that they look to you to set an example and you will need to follow the same expectations you have for them. Taking time to observe and coach your staff will help them grow and improve as a leader.

There will be times when staff will not meet expectations and you will need to hold them accountable. Some situations will require immediate action while others will take the course of coaching. 

Providing your team with ongoing support and coaching for the purpose of development is crucial. 

A few things to keep in mind:

• Observation vs coaching- Observation is watching and Coaching is teaching. We want you to actively coach your team.

• When you see Leaders struggling, jump in and help. Then follow up with the Leader to explain what you did which will help them learn.

• Don't let little things go because you think it will fix it's self. A Leader doesn't know what they don't know and they won't know to make improvements unless you tell them. Not addressing concerns gives them the green light to continue. This can be for concerns as simple as a Leader arriving a few minutes late or more serious like not meeting planning or performance expectations. 

• Address performance concerns immediately (and privately) and share your conversations with your Recreation Coordinator. 

• When coaching staff, use perception language, be clear and honest, give real time feedback. 

• A great way to open communication with your staff is having periodic check ins. Spend 10-15 minutes with each staff member. It doesn't need to be a formal meeting, just a casual conversation to see how the leadership team can best support them. Maybe take a walk around campus or sit under a shady tree.

When addressing immediate concerns with a staff member, pull them aside from the group and have a one-on-one conversation with them. Explain to them why their actions are inappropriate and what you want to see in the future. 

Anytime you have a conversation with staff about an immediate concern, please contact your Recreation Coordinator to provide details. Depending on the severity of the situation, disciplinary action may take place. 

Immediate concerns may include but are not limited to the following:

• safety concerns

• personal cell phone use

• leader clumping

• inappropriate interaction with others (including language, physical boundaries, etc.)

• Dress code violation

What to do if staff come to work not meeting the dress code? 

• • 1. Let them know that what they are wearing does not meet our expectations. Review expectations and let them know this is their one warning. 

    2. Ask if they have a change of clothes or another pair of shoes in their car. 

       • If they don't:

         • If ok ratio wise, send them home to change. They need to clock out when doing this.

         • If it's not ok for them to leave, depending on what the violation is, adjust their duties for the day if needed to avoid injury. 

• If you suspect that a staff member is under the influence of alcohol or drugs, do not address the issue with the staff member. Contact Stephanie Pyle (CARD Recreation Supervisor) immediately for further instruction. If you cannot reach Stephanie, contact a CARD Recreation Coordinator.

When an employee has an area you would like to see growth in, use the following process to guide the employee toward improved performance.

Performance Management Process

1. Coaching from Site Coordinator- one-on-one meeting with employee

2. Coaching from Recreation Coordinator and Site Coordinator using a Performance Check In

3. Corrective Action Plan (written warning) with Recreation Coordinator and Recreation Supervisor

4. Discipline from Recreation Supervisor

1. Coaching from Site Coordinator

Coaching is an opportunity to engage the employee in an interactive conversation to identify performance or behavior gaps and discuss how to correct them. In essence, coaching is for clarification and education. 

The Site Coordinator is responsible for observing their team and helping them improve. When a Leader has been identified as needing improvement, the Site Coordinator will follow these coaching steps.  

• Step 1:  Observe them

• Step 2:  Identify areas for improvement 

• Step 3:  Meet with the Leader one on one to discuss areas for improvement and provide them with resources. Keep this meeting positive and focus on how YOU can help them. 

*** Email Recreation Coordinator to provide details of the coaching session. This is imperative to proceed with the performance management process. 

• Step 4:  Site Coordinator leads group and Leader observes. Show and explain to the Leader what you are doing and why you are doing it. Explain your expectations.

• Step 5:  Have them try- you observe and give them real time feedback and guidance. 

• Step 6:  Follow up and ensure improvements have been made. Praise positive performance.

2. Coaching from Recreation Coordinator and Site Coordinator- Performance Check In

If staff do not make the improvements requested, the site supervisor will notify a Recreation Coordinator with details of performance. Together they will complete a Performance Check In and will meet with the employee to review expectations. See Performance Check In form below. You can find this form in your site binder provided by CARD. 

3. Corrective Action Plan (CAP)

If the employee hasn't made the improvements noted in the Performance Check In, the Site Coordinator will communicate performance with a Recreation Coordinator and a Corrective Action Plan (CAP) will be given. A CAP is a documented improvement plan given to the employee with a specific timeline for improvement/meeting expectations. The Site Coordinator, Recreation Coordinator, and Recreation Supervisor will meet with the employee to review the CAP.

4. Discipline

If the employee hasn't made the improvements outlined on the CAP in the specified timeframe, the employee will experience disciplinary action up to and including termination. This will be determined by the Recreation Supervisor.