Site Coordinators

Part 1: All Staff Orientation

This self-guided Google Classroom course takes about 8 hours to complete. It helps all staff—from Assistant Group Leaders to Directors—learn about the YMCA’s mission, values, and how our programs make a difference. Everyone takes this training to understand the Y’s impact and why it’s such a special place to work. Through this training, you will also become Y-USA Leader certified!

Part 2: Site Coordinator Orientation

This self-guided Google Classroom course takes about (TBD) hours to complete. It gives you a clear overview of what it means to be a Site Coordinator. You’ll learn about our systems, policies, and what’s expected of you in areas like leadership, supporting staff, and helping kids with behavior. By the end, you’ll have a strong foundation to lead a safe, fun, and supportive program.

You are welcome to revisit the content in either of these courses at any time during the year. Your group leaders and assistant group leaders will complete the same foundational orientation, as well as a part 2 that is specific to their own roles.

Please reach out to Kathleen if you have any feedback on either course, or suggestions for topic additions.

Curriculum & Supply Deadlines

Curriculum Groups:

Middle School: SMS, Village, Charter

Elementary School: SES, Glover, Brown

Curriculum Plan Spreadsheet

SCALED activities must happen at least 3x a week

Monthly Curriculum plans due the second Friday of each month (eg, the second Friday of October, 10/11, is the deadline for November curriculum plans). Necessary supplies should linked be in the ordering spreadsheet by this date.

LvO After School Supplies 25-26

Monthly supply orders should be ordered by the third Friday of each month (eg, the second Friday of October, 10/18, is the deadline for Sandi to place November supply orders). Kathleen reviews/approves and shares with Sandi by Wednesday, ordered by 10AM.

Daily schedule must include time for snack, homework, at least one STEAM or SEL project and at least one body movement activity. If you are not utilizing a SCALED lesson plan, you must have a written plan for the activity. See the Activity Plan Template below.

Y After School Activity Plan Template

Supplies Ordering

Necessary after school supplies should linked be in the ordering spreadsheet: LvO After School Supplies 25-26

Supply Budget Breakdown:

Glover: $249 per month

Brown: $249 per month

Village: $149 per month

Charter: $149 per month

SMS: $149 per month

SES: $745 per month

Snack Ordering

Snack orders and quantities are noted in the snack order tracking spreadsheet. The first tab of the spreadsheet also includes the snack calendar for the year -- please print out each month and post at your site.

Snack Order Tracking Link

Please upload your site's attendance weekly to the appropriate site folder in the Google Drive. After you scan and upload your attendance, you may shred the paper copies. Please do not recycle, since the documents include children's names they must be shredded.

Attendance Folder 2025-2026

Families looking to sign up for After School can sign up for the waitlist. Sandi will reach out to them when a spot becomes available.

Families looking to adjust their schedule or withdraw should utilize the forms below.

Registration links for full day programs will be sent exactly 2 weeks before the day of the program at 6:30PM. The School Age Director will send out an email informing parents to be on the lookout for the link a few days before that. Parents must register themselves, but if they have any questions they are always welcome to reach out to me or Sandi

Sandi Novello, Childcare Administrator: novellos@northshoreymca.org

Kathleen Alexandrou, School Age Director: alexandrouk@northshoreymca.org

Staff observations are monthly, due to the School Age Director by the last day of each month. Please complete one for each of your staff, then review it with them and have them sign off on it. The goal is to measure how they're doing and find specific things for them to improve on each month.

Click here to access the full observation form (October, December, February, April, June)

Click here to access the quick check form (September, November, January, March, May)

Fire Drill Log form -- EEC

Injury Report form -- EEC

Injury/Incident Report Log form -- EEC

Medication Consent Form -- EEC

Individual Health Plan Form -- EEC

**Remember, we need doctor signature, parent signature, and details of why/when/how to give the medication. Format is less important**

Walk Home form (please note kids must be 9 or older to walk home)

Late Pick Up Policy Form -- YMCA

Walk Home Log -- YMCA

Club Sign In Log -- YMCA

Payroll Sign In / Out Sheet -- YMCA

Site Observation Quick Check Form -- YMCA

Monthly First Aid Checklist -- YMCA

Licensing Compliance Checklist (Digital Spreadsheet) -- YMCA

Licensing Compliance Checklist (Printable PDF) -- YMCA

Biweekly 1-1 Agenda -- YMCA

LVO Inclusion Google Classroom

The following topics and resources mentioned below can be found on the LVO Inclusion google classroom page. 

3 B's & YMCA Values

Caughtcha Cards

How to Use a Marble Jar

Monthly Training PPTs 

Words to Live By

Inclusion Participation Model 

Forms & Communication Resources

Incident Report Email Template

Updated Incident Report / BIR Combined Form -- YMCA (use this one unless Inclusion has specified otherwise)

Incident Report form -- EEC

Inclusion BIR Form ONLY -- YMCA

Combined Incident / BIR Form (Paper) -- YMCA

Combined Incident / BIR Form (Digital Form) -- YMCA

Multiple BIR Tracking Log -- YMCA

LvO Referral for Consultation Form -- YMCA

View our email and registration spreadsheet here

View our "How to pull emails from ePACT" guide here

Out of Office Checklist

Out of Office Response How-to Guide

LvO Registration Spreadsheet

• There is a tab here for each site

• Highlight the parent emails column and copy / paste the emails into the BCC line of your email

• Swampscott team: be aware the site is split into K, 1-2, and 3-4

Weekly Newsletter Template Canva

• Please make a copy of this for your site and plan to send out on a set day of the week so parents know when to expect it

​Final Reminders:

• ​Please attach the newsletter as a PNG in the body of your email as well as a PDF attachment when you send!

• Remember to BCC parents (blind copy) so they can't see each other's emails

• Please CC me and Joe

• We should begin sending these next week if you haven't already done so

Weekly Staff Touchpoint Template

Please copy and edit with your site details

See home page of staff website for weekly updates / PT staff action items & calendar