The Site Coordinator is the direct supervisor of all site staff and serves as the liaison between the school day and after school program. You are responsible for setting and communicating clear expectations to your staff and holding them accountable. Remember, your team looks to you for leadership—model the same standards you expect from them.

Taking time to observe and coach your staff helps them grow and develop as leaders. At times, you will need to address when staff do not meet expectations. Some situations will require immediate action, while others will be addressed through coaching and ongoing support.

Providing your team with ongoing support and coaching is essential to their success and the overall quality of the program. Keep the following in mind:

• Observation vs. Coaching: Observation is watching; coaching is teaching. Actively coach your team to help them improve.

• Jump in and teach: When you see a Leader struggling, step in to help, then follow up to explain what you did and why. This builds their understanding and confidence.

• Don’t ignore small issues: Leaders don’t know what they don’t know. If you don’t address concerns—big or small—they’ll assume their behavior is acceptable. Address issues early, whether it’s arriving late or not meeting planning expectations.

• Address concerns promptly and privately: Always follow up your coaching conversation by informing your Recreation Coordinator.

• Be clear and honest: Use perception language, give real-time feedback, and focus on solutions.

• Have regular check-ins: Spend 10–15 minutes with each staff member periodically. It doesn’t have to be formal—take a walk around campus or sit under a shady tree. Use this time to connect and identify how you can best support them.

When a staff member’s behavior requires immediate attention, address it right away. Pull them aside privately and explain why their actions were inappropriate and what you expect moving forward.

After any immediate concern conversation, contact your Recreation Coordinator to share details. Depending on the severity, additional disciplinary action may be required.

Examples of Immediate Concerns

• Safety concerns

• Personal cell phone use during work

• “Leader clumping” (staff gathering instead of engaging with students)

• Inappropriate language or interactions with others

• Dress code violations

• If you suspect drug or alcohol use: Do not confront the staff member. Contact the Recreation Supervisor immediately for next steps.

Addressing Dress Code Violations

If a staff member arrives not meeting dress code expectations:

1. Let them know their attire is not acceptable and review the expectations. This counts as their one warning.

2. Ask if they have appropriate clothing or shoes available.

   • If staffing ratios allow, send them home to change (they must clock out).

   • If they cannot leave, adjust their duties for the day as needed to ensure safety.

When an employee has an area identified for improvement, use the following steps to guide and support their growth toward successful performance. 

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 (CAP)- written improvement plan- meeting 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, identifying, and helping staff improve. When a Leader has been identified as needing improvement, the Site Coordinator will follow these coaching steps.  

• Step 1:  Observe the employee's performance

• Step 2:  Identify specific areas for improvement 

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

After the meeting, email your Recreation Coordinator to provide details of the coaching session. This documentation is required for the performance management process. 

• Step 4:  Model- Site Coordinator leads group and the 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- Check for progress and recognize positive improvement. 

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

If a staff member does not make the requested improvements, notify your Recreation Coordinator with details. Together, you will complete a Performance Check-In and 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 or on the ASP Staff Google Drive in the Site Supervisor folder.

3. Corrective Action Plan (CAP)

If performance issues persist after the Performance Check-In, a Corrective Action Plan (CAP) will be issued. The CAP is a written improvement plan that outlines specific expectations, measurable goals, and a timeline for improvement.

The Site Coordinator, Recreation Coordinator, and Recreation Supervisor will meet with the employee to review the CAP.

4. Discipline

If the employee fails to meet the improvement goals outlined in the CAP within the specified timeframe, disciplinary action will occur—up to and including termination. The Recreation Supervisor will determine the appropriate next steps.