10 End of Year Tasks for Instructional Coaches

Coaching teachers at the end of the year differs from the typical routine followed all year long. Generally, state testing begins to alter a coach’s schedule in the spring as they account for testing supplies and proper distribution, planning student accommodation locations and support variations, and completing other minor tasks. During this time, Professional Learning Communities take on a different focus and might even occur less. Lastly, professional development and coaching cycles usually come to an end.

This leaves the coach wondering what their role looks like, how to fill their calendar or even spend their time. Before testing, the coach is preparing the school building to host the exams and ensure teachers are set up for success to run the tests. Once testing comes, it’s time for the coach to pause their support and let teachers and students showcase their skills.¬†After testing, many teachers are finishing up loose ends to close out the year.

With all the changes happening at the end of the school year, a coach may even wonder “What do I do with my time?” The structured teacher support they’ve been providing is no longer happening and everyone seems to have altered schedules for various reasons. Although coaches aren’t working as closely with teachers as they have been all year, there are still plenty of productive tasks to accomplish with extra pockets of time.

The tasks listed below are productive uses of time and will help get ahead for the upcoming year.

Organizational Tasks

  • Clean Up Shared Drive– Go to physical or virtual common areas where teachers share materials and organize it for efficiency
  • Spruce Up Planning and Meeting Spaces– Create community spaces that encourage collaboration in seating and table arrangements as well as fill the spaces with all necessary supplies

Learning & Creation Tasks

  • Design a PD Schedule– Map out next year’s PD on a calendar with topics based on current areas of improvement and future initiatives
  • Record Micro PD Videos – Think about upcoming professional development needs and batch record all of the mini learning sessions for teachers
  • Design Anchor Charts for the Planning Room– Set up the planning room so information is easily accessible for teacher reference, including making and hanging anchor charts of pertinent information
  • Draft Monthly Newsletter Formats– Knowing consistent communication methods build trust and community, set up a template to communicate updates monthly with teachers
  • Develop a Feedback Survey– Create a paper or digital survey that asks teachers what they want more or less of, how you can best support them, and additional comments they wish to share

Administrative Tasks

  • Create a Materials Wish List– Knowing school funding allotments arrive at specific dates throughout the year, have your wish lists already curated and ready to go when funds arrive
  • Create Next Year Master Schedule & Class Rosters– Help the admin team create a rough draft master schedule for all grade levels and content areas as well as begin rough drafts of next year’s class rosters
  • Collect School/District Owned Materials– Visit teacher classrooms to collect any materials owned by the school or district and place them in a safe storage location

Tips From Coaches in the Field

  • Kara H. from New York: I try to have a end of semester data sharing meeting with administrators where we share the student teacher data we have been collecting from the formal observations as well as the informal observations I do with the Cooperating Teachers, and discuss areas of strength and areas where we need to grow for next year, and steps the schools can take and that we at York can take together to help that happen. I need to schedule that meeting for the end of May and start putting the data together for the meeting
  • Lauren G from Iowa: One task I need to accomplish is to figure out the best way to support new teachers to the district (depending on if is their first year here, first year teaching, etc.). I want to have some questions ready for teachers to reflect on before school starts, as well as plans in place to meet with the new teachers at least once during the PD schedule at the beginning of the year.
  • Adina M from New Jersey: finding ways to celebrate our wins for the year. After graduation, we host an end of year staff PD for all members of the team who will be returning next year and we revisit the year’s goals and discuss how we hit our goals for the year. We name our wins and celebrate the effort that it took to get there.
  • Jenna K from Illinois: y make and send out a survey. We need feedback on how our individualized learning sessions have been going and also just coaching in general so we can reflect on this year and help us better prepare for next year.

There are plenty of ways to still have an impact as an instructional coach at the end of the school year. Your role might look different, but your impact will remain the same! As you prepare for the upcoming school year, check out all my instructional coaching resources and professional development opportunities.







Go Be Great!

What tasks do you complete at the end of the year as an instructional coach?


About the author, Gretchen

I am a teacher trainer and coach. Working elbow to elbow with teachers and teacher leaders to ensure instructional proficiency and student achievement soar lights me up. We have a real need in our nation for strong educators to remain in the field. My blog, book, podcast, courses and instructional materials are geared towards empowering teachers (and those that lead them) to receive the support needed to grow and thrive today, tomorrow and always.