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, 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 8.3.

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.

Requirements

The following interactive shows the requirements for Administrative Policies and Practices: Staff Meetings: ADM 8.3. 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
ADM 8.3: Staff Meetings Staff meetings are conducted monthly. Documentation to submit: Yearly Staff Meeting Schedule, Meeting Agenda, Sign-in Sheet

  Family Child Care
ADM 8.3: Staff Meetings Staff meetings are conducted monthly. *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. Documentation to submit: Yearly Staff Meeting Schedule, Meeting Agenda, Sign-in Sheet

  School-Age Only
ADM 8.3: Staff Meetings Staff meetingsare conducted monthly. Documentation to submit: Yearly Staff Meeting Schedule, Meeting Agenda, Sign-in Sheet

 

Instructions

To meet the requirements for Administrative Policies and Practices: Staff Meetings: ADM 8.3 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 issues.
  • Communicates 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: “Staff meetings are held on the third Wednesday of every month.”)
 

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

You are on the right track if your documentation clearly shows monthly staff meetings held throughout 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.

  Maryland Child Care Resource Network:

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 moving in a timely manner. 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
  • One sign-in sheet dated within the past 12 months with staff signatures of attendees
 

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

Think about how you plan and organize each staff meetings. If you are already in the habit of developing agendas and “talking points” prior to your meetings, you are headed in the right direction. Encourage staff 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.

  Maryland Child Care Resource Network:

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Final Touches

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

 

Check to be sure your documents include:

 
 
 
 

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 where you saved your written document on the computer
 

Step 2: Look Ahead and Plan for Improvement

Look Ahead

Congratulations! You are ready to submit documentation that shows you hold monthly staff meetings. If your documentation meets the requirements for Administrative Policies and Practices: Staff Meetings: ADM 8.3, it meets the requirements for ADM 8.4 or 8.5. No further documentation is needed for these higher levels.

Plan for Improvement

Remember that Maryland EXCELS focuses on ongoing improvement as a commitment to quality. Set goals to keep your staff meetings fresh and meaningful for everyone. Consider gathering feedback from your staff on suggestions for improving your meetings.

 

Step 3: Upload Your Documentation (ADM 8.3, ADM 8.4, and ADM 8.5)

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