Course Coordinators

In order to get you started as a coordinator, here are the steps that you need to complete.

I. Arrange a Start Date

Coordinate with Megan Sutkus (megan.sutkus@ccsheriff.org) for the course start date and communication plan
Allow a 4-week lead time for coach alignment and content update
Use 6 weeks for lessons, preceded by a "week 0" for the pre-course survey and 7 weeks for post-course feedback for WFE, DYF, and ES/MM
Determine LEL participation, identify participants, and include them in Facilitator Planning
Add names to the Facilitator Planning DYF or WFE worksheet

II. Recruit Feedback Coaches

1. Criteria to select feedback coaches

2. Initial outreach to recruit coaches

3. Structure

4. Prep

RESOURCES

Template to track feedback coach recruitment:

Facilitator planning DYF at CCDOC Template.xlsx

Send a Google Form survey to potential coaches

Here is a template of the Google form survey. Change the dates and modify the message as needed.

III. Plan a Facilitator Orientation Session

1 Set the date and time for Orientation

Organize an orientation Session- plan 2 weeks ahead, set up an orientation session

Create a Poll for coaches to select an orientation date
Schedule one or two Zoom meetings the week before the course for coaches for training
Send a Calendar invite with a Zoom link or Google Meet to all the coaches for the orientation session

2 Prepare for the session

Facilitate an orientation Session- this is usually a week before course starts, same week as pre-survey is sent to Megan

Share an agenda:

Introductions
Overview of coaching principles and process (see the attached slide deck)
Review curriculum for the course
Wrapup: walk through weekly calendar

Prep for the course: get coach bios to share with participants, ask coaches to review their participant's survey and course materials

Here is a template for you to run the session - link to the doc.

3 Assign coaches and determine preferences

Organize the coaching team and gather their preferences for working with participants.

Coaches are generally grouped into pairs, for co-coaching support and to make up for absenteeism.

LELs are to be paired with non-LEL coaches.

4 Course cadence

Courses are generally 6 weeks long and have a regular cadence.

Details are found in the Google Drive shared at the beginning, which includes weekly assignments.

Unpacking the course cadence

Help coaches understand the process:

New assignments are sent each Monday AM as well, and participants' responses are sent back by Thursday, then shared with coaches; feedback is due Sunday evening; sent early on Monday to CC

4. Course and Communication Setup

Start a Google folder on the WIND drive in Programs (CCDOC):

- Populate key subfolders: Course Management, Curricular Materials by week, Student Homework & Feedback, Feedback Guidance & Samples, Weekly Updates.
- In Course Management, start spreadsheets for coach info, introductory Zoom meetings, attendance, and content per week.
- Write pre and post surveys for the course.
Obtain the CCDOC participant list from Megan.
Send a "to-do" list to feedback coaches.
Order/create certificates and letters for judges.

If coaches do not know how to respond (sample scenarios):

If coaches encounter difficult situations or are unsure how to respond to their mentees, they can seek guidance from Penny and Honor. Below are sample scenarios and possible replies:

Scenario 1:

Problematic question: Have any of you (WIND coaches) used drugs?

Possible answers:

'We respect our coaches' privacy and don't inquire about personal matters like this.'
'While I can't speak for all coaches, I can share that I have experience with overcoming addiction in the past.'

Scenario 2:

Problematic comment: I don't think I can take being locked up any longer. My life looks so grim and sad. Sometimes I think I'd be better off ending it.

Possible response:

'I'm sorry you're feeling this way. Have you discussed these feelings with Megan? It's important to reach out for support.' [Contact Megan to alert her to this problem.]

Scenario 3:

Problematic comment: I had a hard week and just didn't feel like writing anything. Sorry. (And the worksheet was turned in but is largely blank)

Possible response:

'I understand that some weeks can be tough. If you'd like, we can work on the exercises together next week. Let me know what topics interest you.'

Scenario 4:

Problematic situation: Your mentee struggles with literacy and finds most exercises challenging - or has difficulty reading the lesson because the type is too small.

Possible response:

Offer encouragement and assistance with specific writing aspects. Help make the exercises accessible and provide examples or explanations. Offer to send larger versions the next week.

Scenario 5:

Problematic situation: Can I keep writing to you after the course ends?

Possible responses:

WIND would love to stay in touch with you after the course. You can email us at programs@windprogram.org

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