This coaching invoice survey needs to be completed at the end of each coaching day and needs to reflect the work you did within that day. You can use your individual invoice survey link or the general invoice survey link. If you use the general one you will have to answer more questions. You should have received your individual invoice survey link from someone from our evaluation team, if you have misplaced this link you may fill out a ticket in the Academy Ticket system and your will be will be resent to you.

The general invoice survey link is as follows: https://sdsumbrs.az1.qualtrics.com/jfe/form/SV_6J7Ron58twxqBGR?doc=1

Step 1: Sign into the survey on your computer, tablet or phone. The date will be populated for todays date so if you are not filling out this form on the day you are coaching then make sure you change the date to reflect the date you coached. Then pick your name from the list. If you use your personal link then it will only ask you to verify the date and then it will go straight to region.

Step 2: Pick the county you serve.

Step 3: Pick the region within that county that you coached in. If you went to several different regions within the county in “one coaching day” please fill out separate invoice surveys for each location. This helps keep our data clean.

 Step 4: Then fill out the buckets, for this portion you are filling out according to the definitions how much time you spent in the following categories (click here for descriptions).

There are three categories:

1.    Direct Coaching: Hours spent providing direct coaching to a learner (with corresponding sign-in surveys as documentation).

2.    In-Direct Coaching: Hours spent providing coaching support where the coach remains in a coaching role. This is a coaching deliverable and will be counted towards billable coaching hours but did not have a sign in sheet.

3.    Coaching Support/Preparation/Follow up: Hours spent where the coach is available and on site in a county office and they are actively supporting, preparing and following up on coaching deliverables. (This does not include lunch and breaks.)

Most coaching days are 6 hours and are between 9-4. (Please check with your assigned County Consultant to verify the length and flexibility of your “coaching day”) If you spent 1 hour prepping for a coaching session, 2 hours walking around the office checking in with people as follow up from previous coaching and building relationships and then had three individual coaching sessions for one hour each.  Then your time would look like this:

Step 5: The number of direct participants will be calculated automatically by Qualtrics as it will count the number of people you had sign in. If you had any participants that you did indirect coaching with and you did not have them fill out a sign in sheet this is when we need you to tell us how many people fell into that category so we are accurately counting the number of learners served.

Step 6: The last step is to enter some narration that details how you spent your day. An example would be: Was available at the office from 9-12:30 and 1:30-4. I walked around the office and checked in with people whom I had done past coaching sessions with and scheduled a few sessions for today. Spent some time in case consultation and then did a couple mappings with individual workers.

Step 7: When you click the red arrow button the message below pops up asking if you want to do another invoice survey for this day.

Step 8: You will receive a verification email to let you know that you have completed everything. It is a good idea to quickly review the information to ensure it reflects your day. (Another good check and balance) For this survey if you have entered any information incorrectly there is a “retake link” included in this email as well as in the Qualtrics dashboard that allows you to correct the information without putting in a ticket.