Maryland EXCELS Toolkit  

Yearly Staff Meeting Schedule, Agenda, and Sign-in Sheet

Sound business policies and practices help programs run smoothly and deliver the services families and children expect and deserve. Communicating these policies openly helps your staff put your policies into practice with greater consistency.

Regular staff meetings are a time to collaborate, share information, learn something new, plan for improvement, discuss policies, and strengthen practices.

icons showing checklists, calendar, timetable, and meeting minutes
Keeping Everyone Informed

This section guides you through reviewing and documenting your program's staff meeting schedule, agenda, and sign-in policies. It helps you meet the requirements for Administrative Policies and Practices: Staff Meetings: ADM 8.2.

NOTE: If you are a family child care provider and do not employ any additional staff, this item is not required and will be marked "N/A" by your program coordinator. No further action or documentation is required.

Select the Requirements tab to learn about key information to include with your documentation.


The following interactive shows the requirements for Administrative Policies and Practices: Staff Meetings: ADM 8.2. Key requirements are marked by a bright dot. Select each dot for information about what to include in your documentation.

Select the option that applies to your program type:


  Child Care Center

  Family Child Care

  School-Age Only
ADM 8.2 Staff Meetings Staff meetings are conducted at least four times per year. Documentation to submit: Yearly Staff Meeting Schedule, Meeting Agenda, Sign-in Sheet



To meet the requirements for Administrative Policies and Practices: Staff Meetings: ADM 8.2 you will upload the following:

Yearly Staff Meeting Schedule

A meeting schedule lists or describes when staff meetings are held throughout the year. Consistent schedules serve multiple purposes:

  • Staff members can plan ahead and arrange their schedules to attend the meetings.
  • Established routines help staff members anticipate and prepare for upcoming meetings. Some staff members may want to contribute discussion topics or ask questions.
  • They communicate the importance of setting aside time to share information.

What does the documentation look like?

Your schedule of staff meetings may be presented in a variety of formats:

  • Information in a staff handbook regarding how often meetings are held
  • A list of dates for upcoming staff meetings
  • Statement describing when staff meetings are held (example: "Formal staff meetings are held in January, March, June, and September.")

How can you tell if you're on the right track?

You are on the right track if your documentation clearly shows staff meetings held at least four times during the year.


Where can you learn more?

Whether you are new to planning staff meetings or an experienced leader, this article provides helpful information on the importance of meeting with your staff and ways to make meetings meaningful.

  Planning Staff Meetings

Planning Staff Meetings

One of the biggest challenges child care programs face is finding a suitable time, space, and budget for all-staff meetings. Program directors can use this resource for strategies on how to ensure full participation of all staff, with specific emphasis given for teaching staff.

Agenda and Sign-in Sheet

A meeting agenda includes topics to be addressed during the meeting. Times may be included on the agenda to keep the meeting focused and on schedule. Having a sign-in sheet helps program leaders record who received information and when. Keeping records of the topics discussed and specific thoughts and ideas shared during the meeting supports good business practice.


What does the documentation look like?

  • A written or typed agenda from at least one meeting that clearly shows:
    • Meeting date
    • Topics discussed
  • Sign-in sheet dated within the past 12 months with staff signatures

How can you tell if you're on the right track?

Think about how you plan and organize each staff meetings. If you are in the habit of developing agendas and "talking points" prior to your meetings, you are headed in the right direction. Encourage staff members to contribute agenda items. Communicate that their input and actions are important to the overall program you deliver as a collective group.


Where can you learn more?

This article provides practical ideas and strategies for planning meetings to support your staff and encourage open sharing and communication.

  Planning Staff Meetings



Final Touches

Check your documents as you prepare to upload them to the Maryland EXCELS System.


Check to be sure your documents includes:

Your program's policies and practices for:


Save your document:

  • Use a file name that you can find easily when you upload it to the system. (example: staff-meetings-schedule.docx; staff-meeting-agenda.docx; staff-meeting-sign-in-sheet.pdf)
  • Use any one of these formats:
    • Typed electronic versions Microsoft Word, PDF)
    • Scanned versions (examples: PDF, PNG, JPG)
    • Identified section within your staff handbook describing meetings (examples: PDF, PNG, JPG)

Next Steps

Use the following guide to upload your documentation, look ahead, and think about a plan for ongoing improvement.


Step 1: Prepare to Upload Your Document

  • Locate your username and password for logging into your Maryland EXCELS account
  • Locate the document you saved on the computer

Step 2: Look Ahead and Plan for Improvement

Look Ahead

Congratulations! You are ready to submit documentation that shows you hold staff meetings at least four times per year. If you hold monthly staff meetings, you may meet the requirements for Administrative Policies and Practices: Staff Meetings: ADM 8.3, ADM 8.4, and 8.5.

Plan for Improvement

Remember that Maryland EXCELS focuses on ongoing improvement as a commitment to quality. Set a goal to review the requirements of higher quality ratings. Think about ways to keep your staff meetings fresh and meaningful for everyone. Consider gathering feedback from your staff on suggestions for improving your meetings. If you make any changes to your approach to staff meetings, be sure to update your program's documentation in the Maryland EXCELS Systems.


Step 3: Upload Your Documentation (ADM 8.2)

Log in to the Maryland EXCELS System to upload your documentation regarding staff meetings.

screenshot of Maryland EXCELS upload screen with a comment box
Upload Documentation