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LENA Grow With Contracted Coaching

We've customized some of our LENA Grow resources to support your implementation with your contracted coaching partner. Use the materials and resources below for your LENA Grow launch and beyond.

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Getting Started Checklists for Contracted Coaching
Whether you are just beginning a LENA Grow program, recruiting a new site, or preparing a room for LENA Day 1, the checklists help get you started.

These checklists are designed for the specific needs of contracted coaches. Prior to beginning your Coaching With LENA Grow online training, download this version to have on hand as you complete the course.

Program manager/Coach
Download

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Site Information Questions
Use these questions to gather required LENA Grow program information. This information is required to help determine the points of contact at a site, set a site up in LENA Online, and be shared with a contracted coaching organization as they assign coaches and plan their schedules.

Program manager
Download
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Room Planning Questions
Use these questions to gather the information needed to support scheduling and planning for each participating classroom. Share with program manager once complete. 

Program manager
Download

Customizable Communication Templates
Use the following templates to support the communication process between program managers and contracted coaching staff, or coaching staff and teachers. Customize templates to meet your needs.

  1. Click on each template below.
  2. Copy and paste selected text into your email.
  3. Replace [highlighted areas] with your professional information.
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Program manager

Initial Outreach
As this is your first email to potential LENA Grow participants, keep a friendly tone and build excitement about the program! Where applicable, add any incentives offered for sites, center directors, or teachers who participate.

Subject line: Professional development opportunity with LENA Grow

Email text:
Dear [center director name],

[Your organization’s name] is committed to finding solutions that support centers and meet the needs of children in the most effective way. That’s why we adopted LENA Grow, a PD program to help teachers increase quality interactions.

LENA Grow helps teachers focus on one simple thing: how much they engage with their children.

  • 92% of teachers see changes in children’s language development.
  • 88% of teachers say that participating in Grow has increased job satisfaction.
  • 95% of teachers recommend LENA Grow.
For a quick overview of the program and it’s benefits, visit our LENA Grow for Teachers webpage.

We have partnered with [Contracted Coaching Org name] to provide once-weekly coaching sessions for the duration of the 5-week program.

Don’t let this impactful opportunity pass you by! When would you like to connect to discuss bringing LENA Grow to your center? [As needed, insert dates and times with your availability.]

Thank you!
[Your name]

Reminder
If site remains unresponsive to your initial outreach, determine best method of follow up; phone or email. If email, use the template below.

Some sites may not be ready to participate right now, so find out what month/season is best and make plans to follow up closer to that time.

Subject line: Don't miss your LENA Grow opportunity!

Email text:
Dear [center director name],

I am following up to my previous email regarding LENA Grow. As I shared, LENA Grow is a professional development program that helps teachers increase quality interactions with their children.

We are thrilled to offer this great opportunity to your center. In five short weeks, you can:

  • Improve classroom engagement.
  • Identify children in language isolation.
  • Empower teachers with proven strategies that make a difference.
When is the best time for us to provide this program to your center?

I look forward to hearing from you,
[Your name]

Schedule Site Guide Meeting
After center director responds, customize the email below to share the Site Guide and schedule a meeting to review the Site Guide and next steps. During the meeting, use the recommended Site Information Questions (download above) to gather required program information.

Subject line: Let's schedule our LENA Grow Site Guide meeting

Email text:
Dear [center director name],

Congratulations on taking the next step in providing LENA Grow to your teachers!  

[If needed, answer any questions asked in center director reply email].

LENA's Site Guide provides more detail about the benefits of LENA Grow and the responsibilities of participation. Let’s set up a time to discuss the guide together. [Include scheduling link or ask for available times]. 

I look forward to planning our next steps together. 

Best, 
[Your name]

Next Steps
Once the Site Information Questions are completed, share them with your contracted coaching partner so they can begin planning with each site. Then, send the email below to center directors.

Subject line: Next steps to begin LENA Grow!

Email text:
Dear [center director name],

Thanks for meeting with me to review the LENA Grow Site Guide. Now that you know how the program works, we’re almost ready to get started! 

If you’d like to begin getting your teachers excited about the program, please share the LENA Grow for Teachers webpage. Reassure them they’ll learn more at the upcoming Teacher Orientation your coach will schedule. 

If you’re thinking ahead about questions families may ask about the program, visit LENA Grow for Families to find more information. This link is shared with families when they receive the LENA Grow Consent Form, but it’s also a great resource for you and your teachers to use if parents have questions. I’ll be sending you the LENA Grow consent form shortly to share AFTER Teacher Orientation, as well as other parent handouts for teachers to use throughout the five weeks. 

Please send me any questions that come up. I will be in touch with you shortly to introduce your LENA Grow coach. 

Thank you!
[Your name]

Introduce Coaching Staff
Introduce coaching staff to a center director.

CC: [Contracted coach], [other required contacts]

Subject line: Getting Started With LENA Grow!

Email text:
Dear [center director name],

I'm looking forward to providing LENA Grow at your site in the coming weeks! Let me introduce you to your LENA Grow coach, [coach name(s)] from [contracted coaching organization].

I've copied them here so they can follow up with you for next steps.

Moving forward, please include me in your communications so I know when Teacher Orientation will be scheduled and can plan accordingly. 

Thank you!
[Your name]

Technology Instructions for Sites
Prepare center directors and designated staff for the weekly tasks of LENA device processing/charging, laundry, and printing (if applicable). This preparation can usually be started even before Teacher Orientation. Refer to the Getting Started Checklists for Contract Coaching for more detailed steps in the technology process.

Subject line: Tech prep for upcoming LENA Grow Program

Email text:
Hello [center director name],

We need to prepare for LENA Day device processing and weekly support tasks. According to your plan, [name of support staff person] will be supporting weekly LENA device processing for the five weeks of LENA Grow.

Here’s what we need to accomplish:

  • Install LENA Hub on a Windows 10 or Windows 11 computer that can be dedicated to processing devices for several hours. (Not the front desk computer!)
    • Install LENA Hub – installer link and instructions
    • For questions about choosing a computer see here.
    • Note: If you have an IT support team or person, installation may require their assistance.
  • Learn how to process! The person who will process devices should complete this 4-minute LENA training lesson. 
  • [Let them know if you plan to support them for their first LENA Day processing so you can set that time up.]

Each week, your designated staff  will:

  • Process and charge all devices on LENA Hub; ideally either at the end of the LENA Day or the next morning. Hands-on time for each class should be under 15 minutes, though sometimes the first day takes a bit longer.
  • Launder the LENA vests during the course of the week.
  • Print report(s) emailed by the coach before the scheduled coaching session.
  • Photocopy, print, or electronically share the Family Engagement handout each week.
  • Return clean vests and empty, charged devices to room(s) before next LENA Day. 

Please let me know what questions you have. I'm here to help!

Best, 
[Your name]

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Contracted coach

Coach Reply to Introduction
Use as suggested reply to center director.

Subject line: Hello from your LENA Coach

Email text:
Hello [center director name],

It's great to meet you! My name is [your name], and I'm excited to be your LENA Grow Coach. I look forward to working with you and your teachers throughout the program.

Our next step is to schedule a time to review your LENA Grow plans and timeline. During this meeting we'll also schedule your Teacher Orientation.

Orientation is a one-hour overview of LENA Grow. It can be conducted as a group with all participating teachers, either virtually or in person.

Do any of the following days/times work for our meeting? [Add available meeting times and days.] If none of these options work, please let me know some times that are best for you.  

Thank you!

[Your name]

Coach Introduction to Teachers
Send this email to teachers prior to Teacher Orientation.

Subject line: Hello from your LENA Coach

Email text:
Hello [teacher name],

It's great to meet you! My name is [your name], and I'm excited to be your LENA Grow Coach. LENA Grow is a great professional development program — I can't wait to support you in identifying goals and achieving classroom success!

We will officially meet during Teacher Orientation on [date, time, location or link if applicable]. During this one-hour meeting, you'll learn more about the LENA Grow program. Before Orientation, please review the LENA Grow Teacher Guide (English / Spanish) to get a sense of how the program works from week to week.

I also recommend you visit LENA Grow For Teachers. It's a great way to see what it's like to use LENA Grow, as well as hear from a few teachers about their experience!

After Orientation, I'll follow up with you to finalize a weekly coaching schedule and make sure Family Consent forms are shared. We want to make sure we can begin on schedule.

If you're interested in connecting before Teacher Orientation, please don't hesitate to reach out. I look forward to hearing from you and working with you.
[Add any other specific teacher questions.]

Thank you!
[Your name]