Operations — Cohort Runbook

This is the weekly operating system for Cohort 1. Use it to drive consistency, document outcomes, and protect quality. (Internal use.)

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Cohort Structure Pilot

  • Session Frequency: 1 per week (Zoom)
  • Duration: 60 minutes
  • Groups: Group A (13–15), Group B (16–18)
  • Cadence: Weekly check-in (Thu/Fri), Live session (Sat), Daily tracker (Sun–Fri)
Standard: If it’s not logged, it didn’t happen. Data = credibility for schools/courts.

Weekly Cadence (Repeat Every Week)

  • Thursday: Reminder goes out: Weekly Check-In due (by Friday night)
  • Friday: Guide reviews check-ins and flags risks (attendance, mood, conflict, disclosures)
  • Saturday: Live Zoom session delivered (60 minutes)
  • Sunday: Guide posts weekly commitments + reinforces daily tracker
  • Sunday–Friday: Youth logs daily discipline tracker (goal: 5/7)
  • End of Week: Guide completes weekly notes + escalations (if needed)

Zoom Session Standard (60 Minutes)

  • 0–5: Roll call + check-in prompt
  • 5–15: Review commitments from last week + accountability callouts
  • 15–35: Lesson for the week (curriculum)
  • 35–50: Discussion (guided questions, youth participation)
  • 50–58: New commitments (1–2 actions) + tracker reminder
  • 58–60: Close-out + reminder of weekly check-in timing
Keep responses short. One question at a time. Correct without shaming. Reinforce structure.

Required Weekly Data (What You Track)

  • Attendance: present/absent + late
  • Participation: score 1–5
  • Weekly Check-In: submitted yes/no
  • Daily Tracker: number of logs (0–7)
  • Incidents: any violations/escalations
  • Progress: goal progress notes + next actions
Minimum reporting package to schools/courts: attendance + participation + compliance + documented notes (authorized only).

Escalation Protocol Safety

  • Document incident facts (Admin form)
  • Notify Program Lead
  • Notify guardian / referring agency when appropriate and authorized
  • Record action taken and outcome

Monthly Summary Report (For Partners)

  • Session attendance trend
  • Check-in completion rate
  • Daily tracker compliance average
  • Notable progress notes (non-sensitive)
  • Incident count (high level)
Use aggregate reporting unless an individual release/authorization is confirmed.