Hi Angie
I set up the internal Imperial Coaching Academy here 5 years ago. There are now about 30 coaches and record keeping has always been a challenging issue.
What I have done in recent years is to create a Sharepoint site where there are shared materials, CPD handouts, articles etc for the coaches, and an area of the site that is accessible only to me and an administrator where I keep a record of:
- Coachee name/ dept/ email address etc and summary of coaching area they initially requested eg career development or increase my influence and impact etc
- coach name
- date of matching
These details will be kept even if they don't continue after the initial coffee meeting, or only choose to have one or two meetings.
This data on Sharepoint can be used to run reports and to carry out a full evaluation of the impact and effectiveness of the coaching offer at regular intervals.
It may be worth deleting personal info after a certain no of years eg 3 and just keeping number of coaching matches made that year and key topics...
I used to use a calendar on this site and ask the coaches to put their name and whether it was 1st/2nd/ 3rd or 4th meeting. However because not everyone used this I found it difficult to keep track this way. So I rely on the coaches to keep me posted as to when they finish working with a coachee and then I can send the overall evaluation to the coachee - though like you, the coach uses another for their own feedback.
Best of luck with it all!
Judy
Judy Barnett
Talent Development Manager
Imperial College London
0207-594-5553
http://www3.imperial.ac.uk/staffdevelopment/talentdevelopment
-----Original Message-----
From: Staff Development Forum [mailto:[log in to unmask]] On Behalf Of Angie Allcock
Sent: 19 August 2014 11:19
To: [log in to unmask]
Subject: [SDF] Record keeping and duty of care - Coaching Service
Dear colleagues,
My query is about record keeping and confidentiality regarding a coaching service for staff.
At Bath, we are moving from small numbers of internal/external coaches to a bigger group of accredited internal coaches plus some external coaches deployed around the university. So I feel that I need to 'systematise' things more but keep a balance.
So what is going through my mind is - what, if any, records I should be keeping and how to keep them whilst maintaining the very important concept of confidentiality? I feel a 'duty of care' towards the coachees but also to the organisation and that I should be ensuring some form of quality control. Yet not at the cost of undermining the trust built on confidentiality.
Also am aware that a lot of information so far has been in my head which is perhaps not good news for the organisation in case am ever run over by proverbial bus.....
So wondering what others in similar positions do?
1) Do you keep names of people who have requested coaching? if so what else do you record other than name? and where do you keep this? and if they do not go any further with coaching, do you keep their details?
2) do you record who has been coached by whom? If so how and where?
3) at the end of a coaching relationship, the coach may have received own feedback but I also send a link to an on-line questionnaire to coachee. This data is held on-line and by me. Do you do the same?
4) or anything else you feel I should consider.
Thanks
Angie
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Angie Allcock
Staff Development Manager
University of Bath
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