SOP:Good Standing vs. At-Risk Staff

Purpose

This SOP helps leadership identify whether a staff member is performing in good standing or is considered at risk. The goal is to create consistency, support teachers early, protect children’s safety, and maintain high-quality operations.

This SOP should be used by directors, assistant directors, and leadership team members when observing, coaching, documenting, and making staffing decisions.

2. Staff Performance Categories

Staff performance will be reviewed in two main categories:

A. Good Standing

A staff member is in good standing when they consistently meet the expectations of the school, follow procedures, support children positively, and contribute to a safe and professional environment.

B. At Risk

A staff member is considered at risk when there are repeated concerns, safety issues, poor attitude, lack of reliability, failure to follow procedures, or behaviors that may negatively affect children, families, coworkers, or school operations.

3. Good Standing Staff Criteria

A staff member is considered in good standing when they consistently demonstrate the following:

Attendance and Reliability

Arrives on time.
Follows assigned schedule.
Gives proper notice when absent.
Returns from breaks on time.
Is dependable during transitions, opening, and closing.
Does not create repeated staffing issues.

Classroom Supervision

Maintains ratio at all times.
Knows how many children are in their care.
Completes name-to-face checks.
Keeps children supervised indoors and outdoors.
Does not leave children unattended.
Communicates before leaving the classroom.

Child Interaction

Speaks kindly to children.
Uses positive guidance.
Shows patience and warmth.
Supports children’s emotional needs.
Redirects behavior appropriately.
Creates a safe and loving environment.

Curriculum Implementation

Reviews lesson plans.
Prepares materials.
Implements daily activities.
Participates in weekly projects.
Updates classroom boards.
Displays children’s work.
Keeps children engaged in learning.

Classroom Environment

Keeps the classroom clean and organized.
Maintains learning centers.
Sanitizes tables, toys, and high-touch areas.
Removes unsafe materials.
Keeps supplies prepared.
Creates a welcoming classroom.

Teamwork

Communicates respectfully with coworkers.
Helps during transitions.
Accepts feedback.
Supports school needs.
Maintains a positive attitude.
Avoids gossip and conflict.

Parent Communication

Greets families warmly.
Shares appropriate daily updates.
Maintains confidentiality.
Refers serious concerns to leadership.
Communicates professionally.

Compliance and Safety

Follows licensing rules.
Completes required training.
Follows diapering, toileting, meal, nap, and playground procedures.
Reports incidents immediately.
Completes documentation accurately.

4. At-Risk Staff Criteria

A staff member may be considered at risk if leadership observes repeated or serious concerns in any of the following areas:

Attendance Concerns

Frequent tardiness.
Repeated call-outs.
Leaving early without proper approval.
Not returning from break on time.
Creating coverage problems.
No-call/no-show.

Supervision Concerns

Not knowing child count.
Leaving children unattended.
Being distracted while supervising.
Using phone during supervision.
Failing to maintain ratio.
Unsafe playground supervision.
Not completing name-to-face checks.

Child Interaction Concerns

Speaking harshly to children.
Showing impatience or frustration.
Ignoring crying or upset children.
Using inappropriate discipline.
Failing to comfort or redirect children.
Not engaging with children.

Curriculum Concerns

Not following lesson plans.
No preparation for activities.
Children not engaged.
Classroom boards not updated.
No evidence of weekly project.
Refusing or avoiding curriculum implementation.

Classroom Management Concerns

Chaotic classroom environment.
Poor transitions.
Children running without redirection.
Unsafe classroom setup.
Repeated cleanliness issues.
Lack of structure or routine.

Professionalism Concerns

Negative attitude.
Gossiping.
Arguing with coworkers.
Being disrespectful to leadership.
Not accepting feedback.
Speaking negatively in front of children or families.
Personal phone use during work time.

Parent Communication Concerns

Rude or cold communication.
Sharing confidential information.
Failing to communicate important child updates.
Giving parents incorrect information.
Discussing school issues with families inappropriately.

Documentation Concerns

Incomplete incident reports.
Missing attendance updates.
Incorrect diapering or meal logs.
Failure to document parent communication.
Not reporting concerns to leadership.

5. Immediate Red Flag Behaviors

Some behaviors require immediate leadership action and may move the employee directly into an at-risk status or disciplinary process.

These include:

Leaving a child unattended.
Being out of ratio.
Harsh treatment of a child.
Inappropriate discipline.
Sleeping while supervising children.
Unsafe handling of a child.
Falsifying records.
Sharing confidential information.
Allowing unauthorized people into the building.
Refusing to follow safety instructions.
No-call/no-show.
Serious disrespect toward families, children, or staff.

6. Staff Observation Procedure

Leadership should observe staff regularly using the same standard.

Step 1: Observe

The director or assistant director observes the staff member during:

Arrival
Classroom routine
Transitions
Meals
Nap
Outdoor play
Curriculum time
Parent pick-up
Closing

Step 2: Identify Status

After observation, leadership determines whether the staff member is:

In good standing
Needs coaching
At risk
Immediate concern

Step 3: Document

Leadership should document:

Date
Time
Classroom
What was observed
Strengths
Concerns
Coaching provided
Next steps

Step 4: Follow Up

Leadership should follow up within a reasonable timeframe to confirm improvement.

7. Good Standing Staff Recognition

Staff in good standing should be recognized and encouraged.

Recognition may include:

Verbal praise
Positive note
Staff shout-out
Leadership group recognition
Opportunity to mentor another teacher
Participation in special projects
Additional responsibility when appropriate

Sample Recognition Statement

“Thank you for keeping your classroom organized, maintaining ratio, and engaging the children during the project. Your consistency helps the school run smoothly.”

8. Coaching Staff Who Need Support

If a staff member is not yet at risk but needs improvement, leadership should provide coaching.

Coaching Procedure

Speak privately with the staff member.
Explain the concern clearly.
Refer to the correct SOP or expectation.
Model the correct behavior if needed.
Give the staff member a chance to ask questions.
Set a follow-up date.
Document the conversation.

Sample Coaching Language

“I noticed that the children were not engaged during center time, and several children were running around the classroom. The expectation is that centers are prepared and children are guided into activities. Tomorrow, I want you to have three centers ready by 9:00 AM, and I will come back to check in.”

9. At-Risk Staff Action Plan

When a staff member is considered at risk, leadership must create a clear improvement plan.

At-Risk Action Plan Includes

Staff member name
Position
Date
Specific concerns
SOP or policy not being followed
Required improvement
Support leadership will provide
Timeline for improvement
Follow-up date
Consequence if improvement does not happen

10. At-Risk Improvement Timeline

Day 1: Private Meeting

Leadership meets with the staff member and explains the concern.

Days 2–5: Coaching and Monitoring

Leadership observes the staff member and provides support.

Week 1 Review

Leadership reviews whether improvement is visible.

Week 2 Review

If improvement continues, staff may move back toward good standing.
If concerns continue, further disciplinary action may be needed.

Immediate Safety Concerns

If the concern involves child safety, leadership does not wait for a two-week timeline. Immediate action must be taken.

11. Moving from At Risk to Good Standing

A staff member may return to good standing when they consistently show improvement.

Requirements to Return to Good Standing

The staff member must:

Follow schedule consistently.
Maintain ratio and supervision.
Complete required documentation.
Interact positively with children.
Follow classroom routines.
Implement curriculum.
Communicate respectfully.
Accept feedback.
Show reliability over time.

Leadership should document when the staff member has improved.

12. Staff Performance Review Checklist

Good Standing Checklist

At-Risk Checklist

13. Staff Status Decision Guide

Area	Good Standing	At Risk
Attendance	Reliable and on time	Repeated tardiness or absences
Supervision	Actively watches children	Distracted or unaware of child count
Ratio	Maintains ratio	Repeated ratio concerns
Children	Warm and positive	Harsh, impatient, or disengaged
Curriculum	Implements lessons	Avoids or ignores curriculum
Classroom	Clean and organized	Messy, unsafe, or chaotic
Teamwork	Helpful and respectful	Negative or resistant
Parents	Professional and warm	Inappropriate or unclear communication
Documentation	Accurate and timely	Missing or incomplete
Feedback	Accepts and improves	Defensive or unchanged

14. Documentation Form

Staff Performance Observation Form

Staff Name: ___________________________
Position: ___________________________
Classroom: ___________________________
Date: ___________________________
Observer: ___________________________

Observation Area

Status

Good Standing
Needs Coaching
At Risk
Immediate Concern

Strengths Observed

Concerns Observed

Required Improvement

Support Provided

Follow-Up Date

Director Signature: ___________________________
Staff Signature: ___________________________

15. Final Leadership Expectation

The goal of this SOP is not only to identify problems, but to create a clear path for improvement. Staff should know exactly what is expected, what support is available, and what must change.

A strong school culture is built by recognizing good staff, coaching early, documenting concerns, and protecting the safety and quality of the program every day.