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Collaborative Team Meetings should occur every 3-5 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.
Reflection 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 |
Observing a Collaborative Team Meeting
Click the button below to access video clips, an observation organizer and other additional resources to dive deep into the key structures, processes and considerations that ensure this team meeting structure is having optimal impact!
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Are you looking for a software solution to augment Collaborative Response in your organization?
Join Jennifer in this FREE webinar as she walks through the Collaborative Team Meeting process in WeCollab, ensuring that multiple student profiles are updated with the determined supports and actions simultaneously through the collaborative conversation and that staff remain informed through transparent communication processes.
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
Samples
| Dr. Martha Cohen School Calendar - A 2022-2023 comprehensive calendar developed by Dr. Martha Cohen School Copyright 2023, J. Hartl - Dr. Martha Cohen School, Calgary Board of Education, AB Shared with permission. |
| Pat Hardy Primary Calendar - A 2022-2023 comprehensive calendar developed by Pat Hardy Primary School Copyright 2022, A. Martens - Pat Hardy Primary School, Northern Gateway Public Schools, AB. Shared with permission. |
| Clear Vista Collaborative Response Calendar - A 2022-2023 comprehensive calendar developed by Clear Vista School Copyright 2022, T. Van Someren - Clear Vista School, Wetaskiwin Regional Public Schools, AB. Shared with permission. |
| Norwood School 2022-2023 Meeting Schedule - A comprehensive Collaborative Team Meeting Schedule for the 2022-2023 school year Copyright 2022, C. Saunders - Norwood School, Wetaskiwin Regional Public Schools. Shared with permission. |
| Queen Elizabeth School Collaborative Team Meeting Overview - An overview identifying the different types of collaborative or student-focused meetings occuring in the school and clearly articulating the purpose, attendees, frequency and duration of each. Copyright 2022, C. Kirwan - Queen Elizabeth School, Wetaskiwin Regional Public Schools. Shared with permission. |
| Wetaskiwin Composite High School - CTM Schedule - Overview of dates with specific focus areas Copyright 2022, K. Elgert - Wetaskiwin Composite High School, Wetaskiwin Regional Public Schools. Shared with permission. |
| Buck Mountain Central School - Team Meeting Calendar - An overview provided to staff including collaborative planning time, collaborative team meetings and other key information regarding meeting scheduling in the school. Copyright 2022, N. Townsend - Buck Mountain Central, Wetaskiwin Regional Public Schools. Shared with permission. |
| Isabelle Sellon School - Team Meeting Overview Schedule (2021-2022) - Overview of dates and times for grade level planning, collaborative team meetings and inclusive coaching for each individual teacher, as determined in the timetable. Copyright 2022, M. Davidson - Isabelle Sellon School, AB. Shared with permission. |
 | 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. |
 | NGPS Gateway Online School - Collaboration/CTM Meeting Dates (2020-2021) - Overview of collaborative planning time and collaborative team meetings established for online teachers in multi-grade teams. Copyright 2020, L. Jodry - Northern Gateway Public Schools, 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 |
A common question asked by leaders, excited to bring Collaborative Response to their organization, is “where do I start?”.
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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.
Samples
 | Ron Southern CTM notes template - a CTM notes template focused on breaking down potential causes for key issues, to then help to determine related strategies for response. Copyright 2024, A. Garg, Ron Southern School, Calgary Board of Education, AB. Shared with permission. |
| Holy Family CTM Agenda Template - team meeting agenda/notes document with several revisions to support the process at Holy Family Catholic School. Copyright 2024, F. Ollikka - Holy Family Catholic School, Lakeland Catholic School Division, AB. Shared with permission. |
 | Forest Green CTM Agenda and Notes Template - template used for collaborative team meetings, with purpose of the CTM clearly indicated and additional reminders/instructions throughout the notes document. Copyright 2023, L. Andrews - Forest Green School, Parkland School Division, AB. Shared with permission. |
| CTM Agenda/Notes template - an enhanced meeting agenda and notes document, refined to reflect additional elements critical to the success of collaborative team meetings at Pigeon Lake Regional School Copyright 2023, M. Humby - Pigeon Lake Regional School, Wetaskiwin Regional School Division, AB. Shared with permission. |
| Our Lady of the Assumption School CTM Agenda Copyright 2022, M. Calder - Our Lady of the Assumption School, Holy Spirit Catholic School Division, Lethbridge, AB. Shared with permission. |
 | Collaborative Team Meeting Agenda Poster - Agenda format for the Mamaw-Ohpikihawaso’miskawasowihtowina, the grade level collaborative team meeting at Oski Pasikoniwew Kamik School. |
| MCHS CTM Agenda Guide - Guide for meeting facilitators at Memorial Composite High School when engaging in collaborative team meetings, with notes regarding steps to take through each section of the agenda. Copyright 2020, C. Jensen - Memorial Composite High School, Parkland School Division, AB. Shared with permission. |
| View additional agenda and note samples contributed by our partners |
In this Building a Culture of Collaboration, Kurtis and Lorna discuss the components that every agenda should have in place to ensure optimal impact.
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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. We also have a blog posting, discussing the importance of pre-meeting organizers.
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. |
| Memorial Composite High School - Pre-Meeting Organizer - Pre-Meeting organizer used at Memorial Composite High School, with notes regarding how to complete prior to the Collaborative Team Meeting. Copyright 2020, C. Jensen - Memorial Composite High School, Parkland School Division, AB. Shared with permission. |
| Innisfail High School - Pre-Meeting Organizer - Pre-Meeting organizer used at Innisfail High School. Copyright 2021, C. Adamson - Innisfail High School, Chinook's Edge School Division, AB. Shared with permission. |
| Whitecourt Central School - Pre-Meeting Organizer - Pre-Meeting organizer used at Whitecourt Central School, which includes criteria of the type of students to be brought forward in Collaborative Team Meetings. Copyright 2021, T. McKeever - Whitecourt Central School, Northern Gateway Public Schools, AB Shared with permission. |
| 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.
Samples
 | CTM Regulator Reminder Cards - these cards are used by the "Regulator" role in Ecole Providence School, to be shown by the "Regulator" during the CTM when a colleague strays from the norms that the team has agreed upon. Copyright 2024, A. Sharpe - Ecole Providence School, Holy Family Catholic Regional Division. Shared with permission. |
| Meeting Role Tent Cards - shared by Uplands School, these meeting role tent cards are intended to be displayed during a collaborative team meeting, with the role and a picture on the front and the role description and responsibilities on the back. Copyright 2024, M. Willford - Uplands School, Grasslands Public Schools. Shared with permission. |
 | WBF Role Tent Cards - Tent cards used by teams at Woodbridge Farms Elementary to establish team meeting roles. Copyright 2023, K. Huk - Woodbridge Farms Elementary, Elk Island Public Schools, AB. Shared with permission. |
| CTM Facilitator Script - Script created for CTM facilitators at École Notre Dame High School to provide support and ensure consistency between teams. Copyright 2022, V. Spila - École Notre Dame High School, Lakeland Catholic Schools, AB. Shared with permission. |
 | 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. Copyright 2021, M. Moon - Pat Hardy Primary School, Northern Gateway Public Schools, AB. Shared with permission. |
 | 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. |
| Full-page Role Cards - Developed by Lakeland Catholic Online Learning school, to be used when engaging in online Collaborative Team Meetings. Allow participants to easily see the roles of each participant (with role tasks documented on the back) while in an online meeting. Copyright 2020, J. Chorney - Lakeland Catholic Schools, AB. Shared with permission. |
| View additional facilitation samples contributed by our partners |
Are you frustrated with productivity and impact when meeting in teams? Our time is precious so how do we ensure time spent together is maximized, whether engaging in PLC's, collaborative team meetings, staff meetings or any other meetings at your school?
In this free on-demand webinar, Kurtis will share 10 considerations essential when engaging in collaboration, with multiple samples and resources shared.
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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 supports. 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. Access a blog posting sharing additional information about shifting to a key issue in Collaborative Team Meetings.
Samples
 | Practicing Boiling Down the Story to the Key Issue - developed by Ecole Dr. Bernard Brosseau Middle School Copyright 2024, J. Marion - Ecole Dr. Bernard Brosseau Middle School, Lakeland Catholic Schools, AB. Shared with permission. |
| CTM Key Issues and Tier 2 Supports Infographic - an outstanding infographic developed by the Collaborative Response Leadership Team at Ernest Manning High School in Calgary, AB, sharing with staff the generated responses to key issues being discussed in collaborative team meetings throughout the school. Copyright 2023, R. Champ - Ernest Manning High School, AB. Shared with permission. |
| 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. |
| Corpus Christi Catholic Elementary/Junior High School - Key Issue Collection - Access a number of Key Issues Collections from Corpus Christi, where key issues and corresponding strategies and supports are documented and posted for all staff to access, during or outside of Collaborative Team Meetings. Copyright 2021, A. Stewart - Corpus Christi Catholic Elementary/Junior High School, Edmonton, AB. Shared with permission. |
| Florence MacDougall Community School - Key Issues Collection - focused on student connections and relationships. Copyright 2021, S. Brown - Florence MacDougall Community School, High Level, AB. Shared with permission. |
| 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 to provide a visual overview of students for collaborative team meetings, plus much, much more.
Samples
| View team board samples contributed by our partners |