1. 1-on-1…the toughest meeting you’ll ever love! NPS October 2013 Quarterly Meeting Fort Collins, CO

2. What is a 1-on-1 meeting? NPS meeting individually with a single educator In-person By phone Skype/webinar

3. Purpose of 1-on-1 meetings

4. How often should you conduct 1- on-1 meetings? New Educators Educators not meeting performance expectations Educators meeting performance expectations Determining how often to have 1-on-1 meetings

5. Real Examples How have you determined to change the frequency of 1- on-1 meetings with your educators when: A new educator goes state classified A strong educator’s performance begins to slip An educator in performance counseling is beginning to perform well A personnel issue arises

6. Length of the meetings Plan for 2 hours Proper planning on your part will increase meeting efficiency Are your educators coming to the meeting prepared?

7. Preparing for a 1-on-1 Spend some time preparing before the meeting Review records, reports, calendars, previous 1-on-1 form Make a list of items to be discussed Strengths Opportunities for improvement Remind educators what to bring to the meeting Educator Notebook Calendar Recruitment/referral list

8. Essential Meeting Materials Previous 1-on-1 form Last monthly summary sheet from the educator (including list of families, list of volunteers, and list of agencies) Copies of educator’s calendar from previous week and next week Monthly goals tracking summary New educator goals (if new educator) Educator’s calendar (educator brings) Educator notebook (educator brings) Completed program planning sheet (educator brings) Quarterly reports Exit postcard response Performance appraisal form (periodically) Completed teaching observation forms (when pertinent) Any other item related to discussion topics

9. Previous Meeting 1-on-1 Form

10. Monthly Summary Sheet Latest monthly summary sheet Educator calendar Updated list of families Updated list of volunteers Updated agency list Latest monthly goals tracking sheet

11. Monthly Summary Sheet Copy of last month’s “Monthly Summary Sheet” List of families with updated teaching visits List of updated volunteers and hours List of updated agencies

12. Copies of educator’s calendar pages

13. Copies of educator’s calendar pages Do a cross check Calendar pages Time sheetsTravel reports Volunteers and hours (from volunteer list) Single events (from monthly summary sheet) Teaching visits (from list of families) Classes and attendance records

14. Monthly Goals Tracking Summary

15. Volunteer listList of families Calendar pages Attendance records

16. New Educator Monthly Goals

17. Quarterly Reports Adult summary report Behavior checklist summary Diet summary

18. Educator Performance Appraisal Form

19. Teaching Observations Forms

20. List of items to be discussed Concerns Accomplishments

21. Remind the educators of what to bring to the meeting A day or two before your 1-on-1, remind the educator what to bring to the meeting: Calendar Educator Notebook Completed program planning sheet (if requested) Recruitment/referral lists Any other items pertinent to the meeting

22. Conducting the meeting Use the 1-on-1 form to guide you through the process

23. Program Planning Sheet

24. Calendars Is the calendar legible? Are all important items included? Do recruitment segments include details?

25. Calendar Red Flags Spending too much time in the office Going to the grocery store multiple times a week Full days with no classes Several days with only one class Not taking a lunch break Working over or under paid work hours

26. Educator Notebook

27. Educator Notebook Red Flags Not using the notebook Notebook is not organized Attendance records Groups with very few people Not making up missed lessons Not teaching supplemental lessons No waiting list/recruitment list

28. Recruitment/Referrals

29. Agencies

30. Progress Towards Goals

31. Not Meeting Goals? Identify the barriers Discuss potential ways to overcome barriers Break up the larger goal into smaller goals Set a timeline

32. Timesheets

33. Faxing/Emailing Schedules

34. Accomplishments

35. Concerns/Frustrations

36. Closing the Meeting Review action steps and timeline Schedule next 1-on-1

37. When to contact the state office about a concern with an employee Using real examples, when is it important to contact the state office?

38. Everything, Every time? Every meeting Once a month Quarterly Biannually As needed

39. Every Meeting Previous 1-on-1 form Including action items Review Educator Notebook Review Educator Calendar Progress towards goals Strengths, concerns, and frustrations Recruitment/referrals

40. Once a Month Time sheet Mileage Calendar cross check Monthly summary sheet List of families List of volunteers Monthly Goals Tracking Summary

41. Quarterly Teaching Observation Form Quarterly reports

42. Biannually Exit postcards Performance appraisal

43. As Needed Feedback from agency partners Feedback from County Director/FCS Agent Feedback from the state office Tour/inspection of materials/office area Answer participant questions Individualized training/coaching on lessons or protocols

44. When do I start performance counseling on an educator? Performance starts to slip An “incident” occurs

45. Discussion