The Coordinators menu has 11 items, split into 3 simple groups: Departments Workspace (your subject's shelf), Coordinators Workspace (shared talk + tasks), and Coordinators Office (your personal weekly view). They all belong to the same job — running the subject side of the network together with your peers. On your first read this can feel like a lot. We made this page to walk you through each one in plain English. If a word looks new, Section 7 — Glossary explains it.
What is the Coordinators menu?
A small workspace shared by every HQ Director and Subject Coordinator. It is where you read your own handbook, run your subject's shelf (Artifacts + your Department canvas + School Visits), record meetings and decisions with peers, find each other, manage tasks, and tick off your weekly checklist.
Who uses it?
If your profile has the
director or coordinator sub-role, you have full access. Central admins can see everything too. Plain Central users without a sub-role will see the menu but get a "denied" message on most pages — that is normal.
Where this menu replaces something old. Before 2026-05-19, HQ kept meeting minutes and binding decisions in a long Google Doc called "Heads of Departments — Meeting Records". Meetings, Decisions, and Directory replace that Doc. The rest (Artifacts, Departments, School Visits, Activities, Mentor Review, Weekly Checklist) are workspace tools that travel with you. The newest of these is Departments (added 2026-05-24) — one canvas per subject, so you don't need to filter four different pages just to see "what is going on in my department this week".
The menu has 2 read-me surfaces at the top, then 3 groups of working pages. Read this small map first, then read each page in detail below.
1
Read me
This page + Operational Guide
You are here. The Operational Guide right below is your 90-day ramp-up handbook.
Open guide →
2
Group 1 · Departments Workspace
Artifacts + Departments + School Visits
Your subject's shelf. Living documents, a one-page canvas per department, and your private walkthrough log.
Departments →
3
Group 2 · Coordinators Workspace
Directory + Meetings + Proposals + Decisions + Activities
Where the team agrees on things and turns talk into tasks. Find a peer, record a meeting, float a proposal, log a decision, spawn a task.
Meetings →
4
Group 3 · Coordinators Office
Mentor Review + Weekly Checklist
Your personal week. Directors triage walkthroughs here; everyone ticks off the weekly list.
Weekly Checklist →
One important note. The Coordinators menu sits alongside your My Hub. My Hub is for your personal growth (Learning Path / Portfolio / Certificates / My Induction). The Coordinators menu is for shared work with the rest of the network. Different goal — same person.
Each card below tells you four things: what the page is, why we built it, what you will see on day 1, and what to do. The cards follow the same order as the menu in the navbar.
Start here — the two read-me surfaces at the top of the menu
Read Me First you are here
/read-me-coordinator
What it is
This page. A plain-language tour of the Coordinators menu — every other link in the dropdown, what it does, and what to do first. Built for ESL readers and new coordinators alike.
Why we built it
The Coordinators menu has 11 items split across 3 groups. New coordinators told us "I can see the menu but I don't know which link to click first". This page answers that — one card per page, in the order they appear in the navbar.
Day 1 view
A welcome hero with a role chip ("Signed in as Coordinator / Director / Central Admin"), a 4-step map of the menu, this page-by-page list, a first-week checklist, role-specific notes, a glossary, and a "stuck?" footer. The sticky table of contents on the right tracks where you are.
What to do
Read once today. Bookmark it. Come back any time a page surprises you — the glossary in Section 7 covers the words you will see most often.
Operational Guide
/handbook?id=eduversal_subject_specialist_first_90_days_v1
What it is
The Subject Specialist First 90 Days handbook. A 4-stage ramp-up guide that takes you from Day-7 (pre-arrival) through Day-90, with charter rules, roles & responsibilities, escalation paths, and 18+ concrete tasks tagged against the network's pacing + observation + appraisal systems.
Why we built it
A coordinator's first 90 days set the tone for the rest of the role. The handbook explains why the role exists and how to ramp up; the Weekly Checklist tells you what to do this Monday. Together they answer "what" and "why" without duplicating words.
Day 1 view
A welcome hero with the 4-stage map, then a collapsed list of stages: Stage 0 — Pre-arrival, Window 1 — Subject-Field Inheritance, Window 2 — Visit Cadence, Window 3 — Subject Steward. Click a stage to expand and read its tasks. A sticky progress bar at the top tracks which stage you are in as you scroll.
What to do
Read Stage 0 — Pre-arrival in full this week. Each task you tick (the checkboxes persist in your browser) updates the progress bar. Stages 1-3 are your roadmap for the next 90 days — skim them now, return as you reach each window.
- The handbook is complementary to (not a replacement for) the 12-month Subject Specialist Induction handbook on My Induction (My Hub menu). One is operational ramp; the other is the year-1 mentee journey.
- Some tasks carry an NN chip — those are the Charter Non-Negotiables. Click the chip to read the full rule.
Departments Workspace — your subject's shelf (Artifacts · Departments · School Visits)
Artifacts (formerly "Department Artifacts")
/department-artifacts
What it is
A place to host each subject's living documents — Annual Plan, DTP Report, Department Handbook, Subject Policy. Each artifact can be a file you upload OR an external link (Google Doc / Drive), and every save makes a new version so old copies are not lost.
Why we built it
Partner schools and HQ teachers used to ask "what is the latest version of the Math Annual Plan?" and nobody knew. This page is the canonical answer for the 8 subject slots (math / biology / chemistry / physics / science / english / bahasa / religion) plus an Eduversal STEAM slot.
Day 1 view
A subject picker at the top. If you have only one subject on your profile, it auto-jumps to that subject. The 4 artifact rows (Annual Plan / DTP Report / Department Handbook / Subject Policy) start empty for a new specialism and fill in as the team contributes.
What to do
Find the document you need (or upload a new version if you are the owner). For the most recent Annual Plan, the same document also shows up as a "current version" tile on the Departments canvas — they are the same file, just two views.
- Uploaded files live in Cloud Storage at
specialist_artifacts/. Versions accumulate — the latest is the default open. - External links are fine for documents that live in Google Drive — paste the URL, give it a label, and others see a click-out tile.
Departments new · 2026-05-24
/department-workspace
What it is
A one-page canvas per subject. It pulls together the four things you actually want to see when someone asks "what is going on in Math this term?" — a live KPI strip (artifact completeness · subject-leader count · schools covered · last meeting date), the current Annual Plan inline, the Subject Leaders at each partner school, and a free-text Discussion Topics pad for the items you are about to raise with school subject leaders.
Why we built it
Before this page existed, a coordinator had to open four other pages (Artifacts → Directory → School Visits → Meetings) and filter each one to their subject. That is fine for HQ-wide work, but tiring when you only want to see your own department. This page is your subject's command centre — read-only for everyone else, write-only-yours for your subject's free-text fields. Math Coordinator opens
?subject=math; Biology Coordinator opens ?subject=biology; same page, same shape, different content.Day 1 view
If you have a single subject on your profile, the page jumps straight to your subject. If you have several (or you are a Director / admin), you see a 9-card picker first — your own subjects are marked with a ★ and a soft highlight. Pick a department and you land on its canvas. Other coordinators can read your canvas; only you (or admin / Director) can write to the Discussion Topics pad.
What to do
Open your own subject this week and write your first Discussion Topics — even just a 3-bullet "this is what I want to raise with school subject leaders next Monday" list. The KPI strip tells you at a glance whether the Annual Plan + DTP Report + Subject Policy + Department Handbook are present (you'll see "2 / 4" until the shelf fills out).
- "Manage →" on the Annual Plan tile takes you to Artifacts with the right subject + type pre-filtered.
- More sections are coming — DTP Report inline, recent school visits feed, decisions index. The current 4 are the MVP.
School Visits (your personal walkthrough lens)
/walkthroughs
What it is
A Subject Coordinator's own appraisal-walkthrough lens. You see the 15 partner schools as cards (filtered to the schools that take your subject), your progress for Window 2 / 3 / 4 of the year (10 apprenticeship walks → 8 solo schools → 2 initiative pilots), and a private walkthrough log.
Why we built it
A coordinator must visit schools across the year to keep the subject honest. The number of walkthroughs and the order they fall in matters. This page gives you that progress bar, plus a confidential note pad to write Glow / Grow / Go after each visit. Your notes stay between you, your mentor, and the HQ Director — that is the Charter Non-Negotiable 2 (NN2) rule on coaching confidentiality.
Day 1 view
If you are new, you will see 15 schools with 0 visits each and "Window 2 — 0 / 10". Pick a school, click "Log a visit", fill in the form. Your first walkthrough is usually with your mentor — see the My Induction page for that.
What to do
Do not try to visit all 15 schools at once. The 10 + 8 + 2 sequence is intentional — it gives you time to listen before you start coaching.
- This is the Coordinators-side School Visits — different from the Operations team's
/school-visitspage (under the Operations menu). Both write to the same collection but yours is taggedvisitType: 'specialist_walkthrough'. - Submit a walkthrough → its state moves from draft to submitted → an HQ Director reviews it in Mentor Review (further down the menu).
Coordinators Workspace — shared talk + tasks (Directory · Meetings · Proposals · Decisions · Activities)
Directory
/coordinators-directory
What it is
A phone-book of the leadership graph this office runs against: HQ Subject Coordinators (one per subject), per-school Subject Leaders, and per-grade Grade Coordinators (e.g. the G7 EASE coordinator at each partner school).
Why we built it
When you need to call the right person quickly — say, the Grade 8 Math coordinator at Fatih School — this is the page. It is curated by central admins and Directors, so the contact info is trustworthy.
Day 1 view
You will see a card grid grouped by school + subject. Use the search box at the top to jump.
What to do
Find your own card and check that your phone + photo are correct. If something is wrong, ask a central admin to fix it from User Console — the directory reads from the same
users records. The Subject Leaders shown on your Departments canvas come from this same page.Meetings
/coordinators-meetings
What it is
A structured place to record HQ Director + Subject Coordinator meetings. Each meeting has its own page with a date, the people who came, a rich-text body, and a list of agenda items. An agenda item can be tagged as a decision, an action, or just a note — and you can turn an action into a real task in Activities with one click.
Why we built it
The old way was a long Google Doc that nobody could search. With this page every meeting is its own row, every decision is taggable, and an action item becomes a real task instead of a forgotten bullet point.
Day 1 view
You will see the list of past meetings (or an empty state if your subject's coordinator team has not met yet). Click a row to read the minutes. Click "+ New meeting" to create one.
What to do
Read the most recent meeting for your subject. That gives you the fastest catch-up on what the team is working on.
- If a meeting has decision-tagged items, those bubble up to the Decisions page automatically.
- Action-tagged items can spawn a task in Activities — look for the "Send to Activities" button on each item.
Proposals (the discussion board)
/coordinator-proposals
What it is
A discussion board for big ideas that are still being talked about — before anyone decides. Things like "should we change the KPI system?", "should we adopt MAP Testing?", "do we need a new diagnostic test?". You open a proposal, write the idea, and the team adds comments. When everyone agrees, the Director turns it into a real decision. It sits one step before the Decisions page.
Why we built it
The old way was a long Google Doc where ideas got lost and you could not tell what stage anything was at. Here every idea has a clear phase and a searchable comment thread, so you always know what is just an idea, what is open for debate, and what has been decided.
The four phases
Each proposal moves left to right through these stages. The coloured pill on every card tells you where it is:
- Draft — the author is still writing it. Not yet open for the team.
- Open for comment — the discussion is live. Read it and add your view.
- Decided — agreed and promoted to the Decisions register, with a back-link.
- Parked — shelved for now, but kept on the record so it can be re-opened later.
Who can do what
- Any coordinator can open a proposal, write the body, and add comments.
- Only the Director sets the phase (Open / Parked) and promotes a proposal to a binding decision — this is the "discuss → Director approval" model. Coordinators shape the idea; the Director makes the call.
- The page itself carries a "How proposals work" panel at the top with the same phase legend and a full roles table — open it any time.
What to do
Open the Open for comment tab and read what the team is debating. If you have a view, say it in the comment thread — that is the whole point. Have a new idea worth raising network-wide? Hit "+ New proposal", write the problem, the options, and your recommendation, and the Director will open it for comment.
Decisions (the policy register)
/decisions-register
What it is
The register of binding, network-wide decisions. Things like "the dress code is X", "the observation score band is Y", "feedback to teachers must be written in the third person". Each decision shows its scope, status (active / superseded / draft), and a back-link to the meeting where it was made.
Why we built it
Without one register, decisions go missing or get re-debated every year. This page builds an auditable policy trail across academic years — you can always see what the network agreed and when.
Day 1 view
You will see the current set of active decisions, filterable by scope and status. Click any row to read the full text plus a chain showing what (if anything) it superseded.
What to do
Skim the active decisions for your subject area. If a partner school asks you "is this our rule?", check here first.
- Most decisions are authored directly here. Some come from a Meetings page — those carry a back-link icon.
- When a decision is replaced by a newer one, the older row is marked superseded — it does not disappear. The history is the point.
Activities
/activities
What it is
The HQ kanban board for projects and tasks. Each card has a status (To-Do / Doing / Blocked / Done), an owner, a due date, and (optionally) a back-link to the meeting agenda item that created it.
Why we built it
Coordinators and Directors run a lot of small projects — a new pacing scheme, a teacher induction rewrite, a Cambridge series prep. Activities is where those live so nothing falls through the cracks. When you tag a meeting agenda item as an action, it lands here as a card automatically.
Day 1 view
You will see existing cards filtered by your subject. Click "+ New project" to start one. Spawning a task from a meeting agenda item lands a card here automatically.
What to do
Look at the cards owned by you (filter by "Owner = me"). Update statuses honestly. A "Doing" card that has not moved in 3 weeks is your reminder to either finish it or move it back to "To-Do" with a real start date.
Coordinators Office — your personal weekly view (Mentor Review · Weekly Checklist)
Walkthrough Review (Director surface · Coordinators see read-only outcome)
/walkthrough-review
What it is
An HQ Director's review queue for submitted Subject Coordinator walkthroughs. The Director reads your walkthrough body + Glow / Grow / Go, leaves coaching feedback, and flips the state to mentor_reviewed (or back to draft if you need to revise).
Why we built it
Coordinators learn fastest when a Director reads their work and replies. This page is the workflow that makes that real — without it, walkthrough notes sit in a private log and nobody learns. Same NN2 confidentiality rule: review stays inside the specialist ↔ mentor ↔ HQ Director chain.
Day 1 view
Two possible cases:
- If you are a Coordinator — this page is locked. You see your own submitted walkthroughs on School Visits and the Director's comment appears there once they review.
- If you are a Director — you see a queue of submitted walkthroughs from all coordinators. Open one, read it, type feedback, click Approve (or Return to draft).
What to do
Directors: clear the queue weekly. Coordinators: come back to School Visits a day or two after submitting — the Director's note appears in the same modal.
Weekly Checklist
/weekly-checklist
What it is
A role-aware checklist of "what to do this week". The items come from a small admin-curated list. Each item has a status (open / done / not-applicable) and (optionally) a link to a paired handbook section that explains why the task exists.
Why we built it
Handbooks tell you why your role exists. Weekly Checklist tells you what to do this Monday. Together they answer "what" and "why" without duplicating words. The pairing is enforced — handbook tasks reference checklist task IDs, never the other way around.
Day 1 view
A fresh week of items shows in the top section. Past weeks roll into a history view. The pinned "Paired handbook" link at the top opens your matching role-operational handbook — for coordinators that is the Operational Guide at the top of this same menu.
What to do
Tick off the items honestly. If an item does not apply to your week (e.g. you are not coaching this week), mark it N/A — leaving it open for years stops being useful.
This is a soft list, not a test. Tick them off in your head — or your own notes — over the first 5 working days as a coordinator.
1
Open the Operational Guide and read Stage 0
The Subject Specialist 90-day handbook is paired with the Weekly Checklist. Read Stage 0 — Pre-arrival in full. The handbook explains "why this role exists" and "how to ramp up in your first 90 days".
2
Open Departments and find your own department
If you have one subject, the page auto-jumps to it. Otherwise pick your subject from the 9-card grid (your subjects are marked ★). Skim the KPI strip ("how full is my shelf?") and read the current Annual Plan inline.
3
Open Artifacts for the same subject
Same shelf, deeper view. Versions accumulate per artifact, so you can see every Annual Plan ever uploaded. If a slot is empty, that may be your first project — but talk to your Director first.
4
Open School Visits and look at your 15 schools
Do not visit yet. Just see the layout, look at the Window 2 / 3 / 4 progress bar, and read about walkthrough confidentiality (NN2) so you know what to expect.
5
Open Directory and find your own card
Check that your phone, photo, and subjects look right. Tell a central admin if something is wrong. While you are here, see who the Subject Leaders are at each partner school for your subject.
6
Read the most recent Meeting for your subject
This is the fastest way to catch up on what the coordinator team is working on. Skim the agenda items, especially anything tagged "decision".
7
Skim the active rows on Decisions
You do not need to memorise them. Just learn where to look when a school asks "is this our rule?".
8
Open Weekly Checklist and tick what you have already done
Most of the items above match a checklist item. Ticking them is honest and fast — and the paired-handbook link at the top takes you back to the Operational Guide whenever you need the "why".
9
Bookmark this page
When something feels confusing, come back here. The glossary in Section 7 covers the words you will see most often.
The Coordinators menu shows different things depending on who you are. The boxes below show only the one that applies to you today. They may change later if a central admin updates your sub-role.
Central Hub has many other menus. You do not need them all now, but it helps to know they exist.
The other Read-Me page. Explains the personal-growth menu: Learning Path / Portfolio / Certificates / My Induction. Pair this page with that one.
A library of 10 role guides. Each one explains a role in plain language and a 90-day ramp plan. Paired with your Weekly Checklist.
Every framework, every Cambridge standard, every Indonesian regulation we use — all in one searchable place. Use it when you want the source behind a code like
CTS 4.1 or ES 7.3.Who does what in the network — Foundation Reps, Principals, Coordinators, Specialists, Subject Leaders, Teachers — with reporting lines and major duties.
Short, plain meanings for the terms that show up most often in the Coordinators menu.
Coordinatorsub-role on your CH profile
A Subject Specialist who runs one or more subjects across the network. Access is filtered by
ch_subjects[]. A coordinator is the day-to-day owner of a subject's Annual Plan + DTP Report + walkthrough cycle.Directorsub-role on your CH profile
An HQ leader who sits above the subject filter. Sees every subject and every coordinator's submitted walkthrough. Runs Principal Coaching too. There are usually 2 — one for Primary Schools, one for Secondary Schools.
Agenda itemin Meetings
One row inside a meeting page. Each item has a title, a rich-text body, optional sub-items, and a tag (note / decision / action). Decisions surface on /decisions-register; actions can spawn a task in /activities.
Proposalin Proposals
An idea that is still being discussed — before it becomes a decision. Moves through four phases: Draft → Open for comment → Decided → Parked. Any coordinator can open one and comment; only the Director sets the phase and promotes it to a binding decision. The deliberation layer that sits before /decisions-register.
Decisionin Decisions
A binding, network-wide ruling. Has a scope (e.g. "all Secondary schools"), a status (active / superseded / draft), and a back-link to the meeting or proposal that produced it (if any). Older decisions don't disappear — they get marked superseded.
Artifactin Artifacts
A living subject document. The 4 canonical slots are Annual Plan, DTP Report, Department Handbook, Subject Policy. Each one is versioned — old versions are kept.
Department canvasin Departments
A one-page view of "everything in this subject right now": KPI strip + current Annual Plan + Subject Leaders at each school + Discussion Topics pad. One canvas per subject (math, biology, chemistry, physics, science, english, bahasa, religion, plus an Eduversal STEAM slot). Read-only for other subjects; write-only-yours for your subject's free-text fields.
Discussion Topicson each Department canvas
A simple free-text pad on your department's canvas. Coordinators use it to jot down "things I want to raise with school Subject Leaders this week". Stored at
department_notes/{subjectId}/sections/discussion_topics. Only you (or admin / Director) can edit it; the rest of HQ can read it.Walkthroughin Walkthroughs
A short school visit by a Coordinator. The first year has 10 walkthroughs with your mentor (Window 2), then 8 solo schools (Window 3), then 2 initiative pilots (Window 4). Each one is logged with Glow / Grow / Go notes.
NN2Charter Non-Negotiable 2
"HQ never reads named journal entries." For walkthroughs this means your notes stay between you, your mentor, and the HQ Director. They are NOT visible to the school you visited, NOT visible to other coordinators, and they NEVER feed appraisal scoring.
ch_subjectssubject filter
The list of subjects on your profile (e.g. math, biology). Coordinators only see pages and schools for these subjects. Set by central admin from User Console.
Windowin Walkthroughs
A phase of the academic year. Window 2 = apprenticeship (10 walks with mentor). Window 3 = solo (8 schools alone). Window 4 = strategic (2 initiative pilots). The order matters — listen before you coach.
Glow / Grow / Gowalkthrough note format
Glow — what you saw that was working. Grow — one thing that could be better. Go — your next action. Three short bullets per visit. Keeps notes honest and short.
Paired handbookin Weekly Checklist
Each Weekly Checklist links to one handbook (here: the Subject Specialist 90-day guide). The handbook explains "why this role exists"; the checklist tells you "what to do this week". Don't duplicate text across both — they cite each other instead.