Collaborative Team Meetings

Collaborative Team Meetings should occur every 3-6 weeks and ensure an opportunity for team members to celebrate successes for students, identify students with key issues, determine effective classroom responses and build upon the collective capacity of the team.


Collaborative Team Meeting Planning Template - Resource to be used for planning Collaborative Team Meeting, with tips and resources for meeting facilitators to plan specifically when setting up Collaborative Team Meetings

Collaborative Team Meeting Facilitation Guide - A detailed overview for facilitating a Collaborative Team Meeting at any level, with links to a large variety of resources

Online Collaborative Team Meeting Facilitation Guide - A detailed overview for facilitating a Collaborative Team Meeting online at any level, with links to a large variety of resources. A valuable resources developed during the COVID-19 pandemic, to support teachers collaborating remotely.

Reflection and Data Tools

The following tools can be used to reflect upon your structures and processes related to Collaborative Team Meetings, as well as collect evidence to determine growth and impact over time.


Reflecting on Collaborative Team Meetings - Template - Template to reflect on current Collaborative Team Meeting structures and processes

Leader Checklist and Reflection - This tool can be utilized by leaders following Collaborative Team Meetings, to reflect upon the structures and processes implemented in the meeting, determine reflective ratings and document celebrations, discussions and actions. Collecting this data over time can help to reflect upon evolving effectiveness of Collaborative Team Meetings.

Collaborative Team Meeting Videos

The following videos serve as samples showing how a Collaborative Team Meeting can be organized and facilitated. Includes an observation template to consider using when viewing the samples. Thanks to our various partners for agreeing to participate in the sample Collaborative Team Meetings.


Collaborative Team Meeting Observation - Reflection Template - Organizer used when observing a collaborative team meeting, reflecting on key elements of the meeting and establishing next steps - could be used when viewing a team meeting video below
Online Collaborative Team Meeting - Collaborative team meeting facilitated by Lead Learner Kurtis Hewson, using an online platform for the conversation at a K-12 school. Demonstrates the use of video to bring together team members for a conversation focused on the emergent needs of students.
Sample Senior High Collaborative Team Meeting - Collaborative team meeting, facilitated by Lead Learner Kurtis Hewson, focused on senior high students, using a key issue approach as well as a focus on supporting enrichment.
Sample K-8 Collaborative Team Meeting - Collaborative team meeting, facilitated by Lead Learner Kurtis Hewson, focusing on all students in a small rural K-8 students, using the key issue approach, with a focus as well on enrichment in the meeting sample.
Sample Grade 2 Collaborative Team Meeting - Collaborative team meeting, facilitated by Lead Learner Kurtis Hewson, focusing on literacy needs of students and a collective classroom-based response.
Sample Grade 7-8 Collaborative Team Meeting - Collaborative team meeting, facilitated by Lead Learner Kurtis Hewson, examining and responding to the needs of students specifically in connection to an analysis of numeracy data.
Sample Division 1 Collaborative Team Meeting - Collaborative team meeting, facilitated by Lead Learner Kurtis Hewson, demonstrating key elements of effective collaborative team meetings.


Sample ONLINE K-12 Collaborative Team Meeting
- Collaborative team meeting, facilitated by Lead Learner Kurtis Hewson, demonstrating the use of video to bring together team members for a conversation focused on the emergent needs of students.
View additional collaborative team meeting samples in a YouTube Meeting Sample Playlist

Scheduling

It is critically important to ensure that all team structures and meetings are intentionally scheduled in the school timetable and annual calendar. Ideally, a school should be striving for:

  • Weekly collaborative planning time for teams, with a Collaborative Team Meeting happening every 3-6 weeks
  • Weekly or Bi-Weekly School Support Meetings
  • Case Consult Team Meetings as needed

Resources and Templates
Collaborative Team Meeting Overview - Template - Overview of scheduled meetings for a school year, including meeting time, dates and focus, and anticipated participation
Collaborative Team Meeting CycleAn overview of the Collaborative Team Meeting Cycle, illustrating the work of teams on the weeks when not meeting in regularly scheduled Collaborative Team Meetings.
Samples
Elmworth School - Collaboration/CTM Meeting Dates (2019-2020) - Sample calendar of rotating collaborative team meetings and collaboration times for teams within the school, as well as scheduled individual inclusive education meetings
Copyright 2020, C. Gauthier - Elmworth School, AB. Shared with permission.
Savannah School - CTM Schedule (2018-2019) - Overview of dates for Division 1-2 and Division 3-4 teams at Savannah School, with a focus determined for each collaborative team meeting
View additional scheduling samples contributed by our partners

Agendas and Notes

Establishing a consistent agenda for each team meeting structure helps to ensure clarity and focus for teams, with a connected format for recording notes for the team. Alternatively, schools and districts could consider adopting a digital system for capturing student notes, team actions and other important documentation.


Resources and Templates
Collaborative Team Meeting Agenda and Notes - Template to establish a strategic agenda, as well as notes, for an effective collaborative team meeting.
Samples
Collaborative Team Meeting Agenda Poster - Agenda format for the Mamaw-Ohpikihawaso’miskawasowihtowina, the grade level collaborative team meeting at Oski Pasikoniwew Kamik School
View additional agenda and note samples contributed by our partners

Pre-Meeting

It is important that team members come to team meetings prepared for the conversation and ready to engage in a "so what can we do?" discussion. Consider the following resources and samples to ensure team members come prepared and ready for the specific meeting.


Resources and Templates

Pre-Meeting Organizer - template for teachers to complete prior to a collaborative team meeting, to come prepared with celebrations, students with key issues and additional students to discuss
Student Discussion Checklisttemplate to use for team members to complete prior to collaborative team meetings, to prepare for the conversation.
Samples

Ecole Connaught School - Pre-Meeting Organizer - pre-meeting organizer completed by individuals to determine a student for celebration (including why they think that success has occurred), a student to discuss with a key issue, a student to challenge with a key issue and more.

Oski Pasikoniwew Kamik - Pre-Meeting Organizer - pre-meeting organizer completed by teachers, identifying celebrations, students of concern, and students to enrich, ensuring a key issue is identified, but also a strength or gift that student has that could be leveraged when responding.
View additional pre-meeting samples contributed by our partners

Facilitation

Team meetings become more focused, intentional and contribute to a greater sense of collective efficacy when facilitated effectively. The following resources, templates and samples can be used to help support, over time, deep and focused conversations during team meetings.


Resources and Templates


Team Meeting Role CardsCards to assign roles during a Team Meeting, to ensure efficiency and focus during meeting conversations. View a blog posting discussing the value of role in team meetings.
Team Meeting Discussion and Question Cards - Questions and discussion starters to use in a Collaborative Team Meeting to prompt challenging collective dialogue. View a blog posting sharing the role of questions and discussion cards in team meetings.
Potential Roles for Meetings - Listing of potential roles to consider for team meetings, with brief description and other notes/considerations. View a blog posting discussing the value of role in team meetings.
Meeting Role Table Displays - Vertical - Template for creating meeting role table displays, with role name and image on front and tasks/tools required on the back. Created for 5x7 table displays. View a blog posting discussing the value of role in team meetings.
Meeting Role Table Displays - Horizontal - Template for creating meeting role table displays, with role name and image on front and tasks/tools required on the back. Created for 5x7 table displays. View a blog posting discussing the value of role in team meetings.
Samples
Questions to Guide Meetings - Questions used at Wembley Elementary to help facilitators guide Collaborative Team Meetings
Prompting Guide for Leaders - Co-created by a cohort of leaders in Edmonton Public Schools, this guide suggests questions and considerations for educators when leading collaborative team meetings
Pat Hardy Role Cards - Role cards used in collaborative team meetings at Pat Hardy Primary School, to establish roles to play during the meeting
Dr. Roy Wilson Role Tent Cards - Tent cards used by teams at Dr. Roy Wilson Learning Centre to establish team meeting roles, with responsibilities of the role determined on the back of the card
View additional facilitation samples contributed by our partners

Key Issues

Identifying a key issue for a student to generate discussion is essential for Collaborative Team Meetings and allows the team to place a greater emphasis on sharing and building team capacity, making it different than other layers of collaboration looking at Tier 3 and 4 suppports. It is the mechanism that allows the team to focus on examining classroom practice and Tier 1/2 supports in their discussion initiated by an identification of a key issue in relation to a specific student.


Resources and Templates

Key Literacy Issues - Template - Template for a school to articulate and organize literacy key issues, determined by staff, to assist in targeting conversations in collaborative team meetings.
Samples

Oski Pasikoniwew Kamik - Key Literacy Issues Collection - Key issue collection developed by Oski Pasikoniwew Kamik School focused on literacy, in relation to the five threads of reading and writing.

Peace River High School - Key Behavioural Issues Checklist - Checklist for behavioural issues being experienced for high school students, to help inform discussions related to appropriate responses and supports.
View additional key issues samples contributed by our partners

Team Board

Displaying students on a visual team board for collaborative team meetings can ensure that we can access 1) the entry level of the student coming into the grade level, based on assessment criteria and shown by the colour of the student card, and 2) the current, highest level of supports being accessed for the student. The visual board provides an overview of students we could be discussing and draws attention to successes and students of concern, as the level of support changes as we plan supports for students.

Many organizations use the WeCollab system or the Collaborative Response Module in Dossier to provide a visual overview of students for collaborative team meetings, plus much, much more.


Resources and Templates
Student Card TemplateSample student card template for Team Boards, with the ability to show progress from Kindergarten to grade six
Samples
View additional team board samples contributed by our partners