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Process

This page covers all of the associated processes that the Data Collaborative Team used to execute monthly coaching sessions. The processes are meant to help ensure that the coaching strategies are occurring with fidelity. Over time the targeted strategies will be refined and better understood to determine in which push organizations to use data to improve student outcomes more effectively.

Venue

Go to Advent Coworking website, found here, and then follows process to reserve conference room.

Pre Coaching Process

Logistics Master

Drafts coaching prep email based on meeting and sends to logistics master.
Sends coaching prep email using template 1.5 weeks before sessions, requests response the Wednesday before.
Checks Data Collaborative Master Email to manage reschedules, cancel existing sessions
Follows up to receive Yes email from everyone if not received by Wednesday the week before.
Logs on to Advent account to confirm space, adjust reservation as needed.
Confirms all team members have completed items pre-session and sends reminders as needed.
Manages no shows by sending Calendly email to reschedule within the same week; if group can't make it, then send action items to complete.
Creates Calendly for reschedules for upcoming month using the Data Collaborative email (for example, add October — require us to pay or remove September and only include October).
Drafts post-coaching email with updated Calendly.
Confirms all team members have completed items post session and sends reminders as needed.
Creates duplication for Monday Fall Coaching Window and sets dates.

Content Master

Prompts lead coaches two weeks out to modify/add notes/customize agenda.
Drafts Facilitator Agenda priorities.
Drafts Full Facilitator Agenda.
Incorporates feedback from team on Facilitator Agenda.
Duplicates Coaching Homebase tab for checklist.
Facilitates meeting #1.
Facilitates meeting #2.
Schedules coaching planning meeting #1 and #2.
Provide Logistics Master during coaching planning meeting with details of the pre-coaching email.

Onboarding Master

Keeps DC Master List Updated Weekly.
Creates an onboarding plan/protocol for new Partners.
Leads and manages onboarding, schedules onboarding during regularly scheduled coaching.
Links onboarding plan in Coaching Homebase.

In-session Roles

Data Lead

Updates and uploads data.
Updates Tools Tracker.
Final pre-coaching DataFit check.

Lead Coach

Checks all Homebase agendas to confirm groups updated status and ping Partner if not completed.
Pre-Session Complete in Monday.
Post Session Complete in Monday.

Partner Coaches

Pre-Session Complete in Monday.
Post Session Complete in Monday.
Coaching Planning Meeting #1.
Coaching Planning Meeting #2.
Prep for Coaching Planning Meeting (drafting agenda) and reviewing internal metrics.

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