The Coaching Tracker is a great way for coaches and supervisors of coaching programs to stay on top of their work with their coachees and make sure they have viewed all videos a coachee has shared in a Coaching Huddle. A Coaching Tracker is in many ways a tool that is as simple as the old-fashioned “inbox” used to collect assignments--but just a bit more effective and versatile!

Based on the default user settings in the Sibme platform, you should have permission to complete this task if you are one of the user levels listed below. If you do not see the screens in this article, you can ask your Sibme account administrator if you have permission.

The Sibme Coaching Tracker enables instructional leaders and coaches to track video coaching sessions/cycles within Coaching Huddles. The tracker keeps coaches and instructional leaders accountable for providing timely and adequate feedback to their coachees.

Account Owners and Super Admins within Sibme can monitor their instructional coaching program and set an expectation around their coaching process by setting “Tracker Feedback Duration,” in Account Settings. If a coach has not added comments within the time set for “feedback duration” after a video was uploaded to the Huddle, the feedback will be color-coded as late. This allows an at-a-glance view of videos uploaded, and the timeliness of feedback provided on these videos.

Feedback duration can be set in the General Settings of the Account Settings.

The Coaching Tracker can be accessed three ways on the web version of Sibme:

1. By clicking “Huddle Tracker & Reporting” on the Home Screen

2. From a video within a Coaching Huddle

3. By clicking “Huddle Tracker & Reporting” on the analytics dashboard.

Feedback Duration

Depending on the duration set in Account Settings, the video sessions are automatically color-coded on the tracker. For example, if the feedback duration in Account Settings is set for 48 hours, and the coach provides feedback within 48 hours of the video being shared or uploaded to the coaching Huddle, the video session date will be colored green. If they are late or do not provide any feedback it will be colored yellow or red.

The icons in each box on the Coaching Tracker indicate the number of comments made by the coaches and coachees in each video. The dark grey comment icon indicates the number of comments made by the Coach. The white comment icon indicates the number of comments made by the Coachee. Finally, the number of resources attached to a video is indicated by the final icon.

Clicking on the session date box (see below) on the coaching tracker opens the Video Session Detail.

A pop-up window will appear with session details such as total coach and coachee comments, resources added, Session Summary and, if a framework or rubric is tagged, the chart detailing tags. The coach can type a summary of the coaching session by clicking the edit button below the coaching summary. The coach also has the opportunity to add additional summary notes to the video coaching session at a later time. These notes are only visible or accessible to the coachee if the huddle creator chose to make them available in More Huddle Settings.

This detail is also available in the Coaching Huddle itself by clicking the Coaching Summary tab while viewing the video in the video player area.

When complete, the Coaching Summary provides a nice overview of the video session.

One tip for busy coaches: If a few days pass between the video for which you just completed a summary and a new video, take a minute to go back to the Session Summary notes to remind yourself of your areas of focus for this coachee.

Whether you are managing a program and want to “inspect what you expect” in terms of the number of videos that are being reviewed or the “on-time” feedback ratio for a specific coach, the Coaching Tracker makes this accountability step easy. If you are a busy coach, the Tracker helps make it clear as to which videos have already been viewed and which videos still require your attention.