Using the Meeting Notes Form

After every student meeting, coaches must complete the Meeting Notes Form.

• This applies to all students, whether they are brand new or long-time regulars.
• Forms should be submitted within 24 hours of the meeting. Waiting longer risks losing key insights or forgetting to report altogether.
• Notes must clearly include:
  • Student’s goals and areas of focus.
  • Resources or learning materials shared.
  • Any shifts in student engagement or trajectory.
• Important Note: If a student is not a fit for the Souled program and you are not recommending her to continue, this must be clearly stated in the student meeting notes. This includes situations where you are requesting that she be removed from your list.

Weekly Reporting Requirements

• Deadline: All student meeting notes are due within 24 hours of meeting with a student. If you meet with a student on a Friday and you are not working on Sunday, you have the ability to upload on Monday first thing.
• Submission tool: Reports are completed via the designated Coach Portal tile, which automatically feeds into the student dashboard.
• If you cannot submit on time you must notify the Coach Manager in advance.

Student Meeting Notes: Why They Matter

At Souled, student meeting notes and reports are not just paperwork—they are the lifeline of our program.

• The more we know about each student, the more we can tailor support to meet her needs at every step of her journey.
• Notes and reports help us identify growth, patterns, and opportunities.
• They ensure that every student is seen, supported, and given the opportunity to meet with a coach at least once every 14 days.
• Accurate reporting safeguards Souled’s data integrity, strengthens accountability with our partner organizations, and prevents anyone from slipping through the cracks.

This is part of your avoda as a coach. It is not “extra admin”—it is essential to student care and to the integrity of the program.

If Reporting Is Not Up to Date

To maintain integrity and fairness, the following accountability process is in place:

1. First miss (gentle nudge): Coach Manager sends a friendly reminder.
2. Second miss (direct ask): Coach Manager follows up more firmly. This must be completed ASAP.
3. Third miss (escalation): Coach Manager alerts the Director of Coaching.
4. Ongoing pattern (serious): Continued non-compliance may result in consequences for maintaining a coaching position.