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Coaching Operations Guidance Tool

This tool will prompt you to select the action you are addressing and your role. It will then provide you with step-by-step guidance. NOTE: Images are clickable hyperlinks to the forms referenced in the directions.

Next

Select your role:

Project Lead/CPM

Coach

Select the action:

Monthly spreadsheet set-up

Teacher not populating on the coaching log

Teacher cycling out or discontinuing coaching

Teacher cycling back into coaching

Change in coach for a teacher already being coached

New coach for a project with a new teacher caseload

Changes in a teacher's info

Other

Formulas are not working in the spreadsheet

Coaching log error

New teacher receiving coaching

1. Check expected number of sessions and teachers for accuracy and initial by the 4th business day of the month 2. Tag your CPM with any changes that need to be made

Monthly Spreadsheet set-up: Coach

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Teacher not populating for the coaching log: Coach

1. Choose “other” for teacher name on the coaching log and type in the teachers name when prompted 2. Ensure the Direct-to-Teacher/Coach Participant Roster has been completed - If the teacher has been added to the roster complete the shared ops contractor support request form - If the teacher has not been added to the roster complete the Direct-to-Teacher/Coach Participant Roster this will info the coaching support team to add the name to the log

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Teacher cycling out or discontinued coaching: Coach

1. Notify CPM of when teacher is cycling out or discontinuing 2. Confirm the updates made on the Coach Monthly Expected Number of Coaching Sessions spreadsheet for the teacher cycling out or discontinuing

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Teacher cycling back into coaching: Coach

1. Notify CPM 2. Once tagged by CPM confirm the updates made on the Expected Number of Coaching Sessions spreadsheet

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Change in coach for teachers already being coached: Coach

1. Notify CPM 2. Confirm the expected number of sessions and accuracy of teacher list on the Coach Monthly Expected Number of Coaching Sessions spreadsheet

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New coach for a project with a new teacher caseload: Coach

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1. Enter teachers into Direct-to-Teacher/Coach Participant Roster Once sheet is complete: - initial for accuracy

Formulas are not working on the spreadsheet: Coach

1. Notify CPM

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Coaching log error: Coach

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1. Notify CPM 2. Complete the shared ops contractor support request form

New teacher receiving coaching: Coach

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1. Notify CPM 2. Enter teacher into Direct-to-Teacher/Coach Participant Roster 3. Once notified by CPM confirm the expected number of sessions for new teacher on the Coach Monthly Expected Number of Coaching Sessions spreadsheet is accurate

Changes in teacher info: Coach

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1. Notify CPM 2. Complete the shared ops contractor support request form

Other: Coach

1. Complete the Shared Operations Contractor Support Request form

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Select the action:

Monthly spreadsheet set-up

Teacher not populating on the coaching log

Teacher cycling out or discontinuing coaching

Teacher cycling back into coaching

Change in coach for a teacher already being coached

New coach for a project with a new teacher caseload

Changes in a teacher's info

Other

Formulas are not working in the spreadsheet

Coaching log error

New teacher receiving coaching

Monthly Spreadsheet set-up: Project Lead/CPM

1. Coaching support will reference the Direct-to-Teacher/Coach Participant Roster to create a new sheet each month for every coach by the 1st of the month 2. Complete Expected number of sessions for each coach by 2nd business day 3. Tag the coach to check the accuracy and provide initials and date 4. Initial the sheet as complete and coach approved by the 5th business day of the month 5. Coaching support will confirm sheets are complete by the 8th business day of the month and tag CPM for any missing notification

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Teacher not populating for the coaching log: Project Lead/CPM

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1. Check the Direct-to-Teacher/Coach Participant Roster to see if the teacher has been added - If the teacher has been added to the roster contact the coach to complete the shared ops contractor support request form to have teacher added - If the teacher has not been added to the roster contact the coach and have them complete the Direct-to-Teacher/Coach Participant Roster this will info the coaching support team to add the name to the log and tag the CPM

Teacher cycling out or discontinued coaching: Project Lead/CPM

1. Complete the shared ops request form to indicate if they are cycling out or discontinuing. This will inform the coaching support team to update the roster on Monday.2. Update the number of sessions for the teacher on your project-specific Coach Monthly Expected Number of Coaching Sessions spreadsheet and tag the coach.

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Note: If any coaching happened that month by the old coach, leave the teacher on their tab as well.

Teacher cycling back into coaching: Project Lead/CPM

1. Complete the shared ops request form and indicate they are cycling back into coaching. This will inform the coaching support team to update the roster on Monday.2. Add the teacher and expected number of sessions to your project-specific Coach Monthly Expected Number of Coaching Sessions spreadsheet and tag coach.

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Change in coach for teachers already being coached: Project Lead/CPM

1. Complete the shared ops request form to indicate changes in coach. This will inform the coaching support team to update the roster on Monday and add a sheet for then new coach on the Coach Monthly Expected Number of Coaching Sessions spreadsheet.2. Add the expected number of sessions for each teacher assigned to the new coach on the Coach Monthly Expected Number of Coaching Sessions spreadsheet Note: If any coaching happened that month by the old coach, leave the teacher on their tab as well.

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New coach for a project with a new teacher caseload: Project Lead/CPM

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1. Alert the coach to enter their teachers into the Direct-to-Teacher/Coach Participant Roster. This will notify coaching support to add a new tab to the Coach Monthly Expected Number of Coaching Sessions spreadsheet and add teachers to the coaching log 2. Once the new sheet is created: - Complete the expected number of sessions for each teach- Alert the coach Initial the sheet as complete and coach approved - Initial and sign off the sheet as complete

Formulas are not working on the spreadsheet: Project Lead/CPM

1. Complete the shared ops request form so that the coaching support team can fix or update Note: DO NOT add or edit ANY formulas on the spreadsheet

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Coaching log error: Project Lead/CPM

1. Have the coach complete the shared ops contractor support request form. This will notify the coaching support team to make changes to the log

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New teacher receiving coaching: Project Lead/CPM

1. Have the coach complete the Direct-to-Teacher/Coach Participant Roster 2. Once tagged on Monday that new teacher has been added to the roster and coaching log, Add the teacher and expected number of coaching sessions for the month to the specific coach tab on the Coach Monthly Expected Number of Coaching Sessions spreadsheet 3. Tag coach to check for accuracy

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Changes in teacher info: Project Lead/CPM

1. Direct the coach to complete the shared ops contractor support request form. This will notify the coaching support team to update the Direct-to-Teacher/Coach Participant Roster Monday board. 2. Make updates on the Coach Monthly Expected Number of Coaching Sessions spreadsheet

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Other: Project Lead/CPM

1. Complete the Shared Operations Contractor Support Request form

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