Chrissy Beltran

Getting Organized for Instructional Coaching: Part Four of Start-Up Guide Series

Once I took a silly personality test on Facebook. I answered a bunch of questions about which flower appealed to me and if I could be any color, which would it be. And at the end, the test told me that I liked to make systems for things. And I thought, "Duh."
Facebook test aren't that revolutionary, I guess. But that one got something right. I do love systems. They're just about the only thing that keep me afloat during the most hectic and chaotic times of the year. If you've read my post on Six Must-Have Organizational Systems for Instructional Coaches, you know how much I love and rely on my notebook and my calendar already. Second to these two items, my favorite system is binders. And here, to help you get organized for the beginning of the school year, I'm going to share a few of those binders with you.

Teacher Documentation Binder I shared about this binder in my previous post, but it's worth reposting. At any point in the year, any teacher can ask me for a copy of something they gave me six months ago. Or my principal might ask for meeting notes from a meeting that happened a while back. I might get a district request for some information on trainings I've provided.
In order to stay on top of my documentation and lists, I have one binder where most of my teacher documentation goes. I organize the binder with large plastic grade level pockets, and behind each grade level pocket are dividers from each teacher in that grade level. I also have a special divider for Special Education teachers. In this binder, I keep copies of...
  • Notes from guided reading conferences and binder reviews (beginning, middle, and end of year)
  • Data from our district reading assessments, beginning, middle and end of year
  • Guided reading levels by month - as teachers turn in the new month (it's a cumulative table with all months on there), I throw away the old one.
  • Anything else my principal gives me and asks me to hold on to for any reason!I have a roster of teacher names (just like I did in the classroom) and I mark off who's handed me what.
I have a roster of teacher names (just like I did in the classroom) and I mark off who's turned in what, so I know who to email and request from. When I'm being really organized, I write the date that the document was handed in rather than just a check mark...but I'm still working on that.
Grade Level Planning Binders For each grade level, I create a planning binder. I keep them on a special planning shelf in my room. In the binder for each grade level are the following planning tools:
  • Curriculum calendar from the district
  • Curriculum guides from the district
  • State standards for the grade level
  • Questioning for each standard for the grade level
  • Previous years' released state tests, if applicable
  • Any other planning tools acquired throughout the year
During PLC, when teachers plan their upcoming lessons, we use these tools as a reference.
Instructional Coaching Binder This is the binder where I store materials related to my responsibilities as a coach. This includes:
  • My job description from the district
  • A section for notes or responsibilities from Leadership Meetings
  • Campus testing data from previous years
  • The master calendar for the year
  • A copy of the campus schedule (PE, lunchtimes, PLC, etc.)
  • Overviews of our instructional programs (we don't follow a purchased program; this is referring to programs we as a campus have created by pulling together pieces)
  • A copy of each professional development agenda from the year

RtI Binder Obviously, we have an RtI system that includes documentation for each student. But in order to help me stay organized, I have a very thin RtI binder that I use to help me stay on top of scheduling and following up with students. In this binder, you can find:
  • A master list of all the students who are in the RtI system
  • Copies of the schedule for each RtI session during the year with the "next steps" for the RtI committee attached. This is a one-page sheet where we record which students need a follow-up from an RtI committee member, which ones need a parent conference, and who needs further testing.
  • The guided reading level goals for each month by grade level. This helps us see if students are nearing the goal or if they are experiencing significant difficulty.

Was this helpful? Would you like more tips and information about getting started as an instructional coach? Check out my all-new ebook: The Start-Up Guide to Instructional Coaching on TPT! There's a section about getting your space ready that includes these tips and more. I also included a map of my classroom space. It's over 80 pages of information to help you have a successful year of coaching!

Now's the time! Get the MegaPack and the ebook for 28% off tomorrow and Tuesday (August 1 and 2) at the big TPT Best Year Ever Sale!

And be sure to check out the rest of the posts in the series: Set Instructional Goals: July 10 Get Your Space Ready: July 17 Plan Some Awesome Training: July 24 Get Organized: July 31 Create a Coaching Support Plan: August 7
But wait - there's more! There's a giveaway! A BIG GIVEAWAY!
One lucky duck will win my Instructional Coaching Start-Up Kit, an over $140 value!

Included in this kit:
  • Storage box (So pretty)
  • My favorite notebook (Bendable)
  • My favorite calendar (Week-at-a-glance)
  • The best erasable pens out there
  • A mug (Necessary for coaching)
  • A fruit infuser water bottle (Stay hydrated)
  • A welcome banner (It's important to be approachable)
  • Post-it notes, binder clips, and paperclips (Fancy)
  • The Instructional Coaching MegaPack (sent via email)
  • The Start-Up Guide to Instructional Coaching (sent via email)

In addition to this, every week, you'll have the chance to enter a Rafflecopter Giveaway to be one of five people to win a digital giveaway: my new ebook, The Start-Up Guide to Instructional Coaching, and my Instructional Coaching MegaPack Binder! Over $35.00 worth of products!

To enter this contest, follow the rafflecopter directions below: you can tweet, follow me on twitter, follow me on Pinterest, and share on Facebook. In addition to this, you can add one new entry with each blog post that comes out in the Instructional Coaching Start-Up Series! Every week, on Sunday, you can read my new post and add another entry by commenting on the post (please, just one comment per new post). You can also share each new post on Facebook, every day if you want, and add to your entries!

Enter the BIG Start-Up Kit Giveaway:

a Rafflecopter giveaway
Enter the Digital Giveaway:
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