Orientation
Watch these short videos:
Watch these Orientation slides
Email info@es-coach if you have questions.
FAQ
What is ES-Coach?
ES-Coach is an app for smartphones that includes three short questions about service delivery and daily tips about best practices. It is texted to your phone daily and it takes less than a minute per day to use
Why do I need to respond immediately or as soon as possible after receiving the text?
Responding as soon as possible increases the chances of recalling your exact activity.
What if I am not able to respond right away when I receive the text message?
If you are in the middle of something important, it’s okay to postpone completing the survey. However, please respond as soon as possible. For your convenience, you will receive up to two reminders each day.
Can I respond the day after?
Unfortunately, no. The daily survey expires at midnight. Unanswered surveys will show up as missing data.
What if I am not at work or on break?
Please select "I am not at work today" as a response to the first question and then follow the instructions. The daily survey will stop and resume on the date that you indicate you'll be back at work.
What about for future time off e.g. future vacations?
Log into your www.es-coach.org/ account and select "Stop/Resume" survey. Then set the suspension start and end dates. You can also let info@es-coach.org know about the time off. Alternatively, type and send STOP in response to a text to stop the daily survey, and later send RESUME to resume the daily survey. If you ignore ES-Coach, the daily surveys will automatically pause after 5 days of not responding minimize clutter in your inbox.
How many times am I supposed to complete the daily survey each day?
Only complete the survey once each day.
How long am I going to receive the daily survey?
You will receive the daily survey for however long you and your team decide it is useful for your specific professional goals.
What if I am no longer available to participate?
Log into your https://www.es-coach.org/ account, find "Set survey active/inactive" and select "Inactive". You can also type STOP on your phone in response to an ES-Coach text message. Type "Start" to resume, or let info@es-coach.org know. We will stop sending texts immediately.
Are there ground rules for responding to ES-Coach?
Respond immediately (when you can). Because ES-Coach asks about a specific 30-minute window of your day, the sooner you respond, the easier you remember, and the more accurate your data in the dashboard. However, we understand that responding right away is not always possible.
Respond every day. The more data you provide, the more accurate your data in the dashboard will be over time.
Respond honestly. Whether you are satisfied with your activities or not, report them. No one is judging you. Your supervisor or colleagues can’t see your individual data.
Are there any tips about how to respond to the daily ES-Coach survey?
Before you pick your answer, try to mentally answer the following questions. Go by exclusion.
- Was my activity about "Getting to know a job seeker"? If yes, click on it. Next, if none of the follow-up response items fit your activity, click "Other".
- If it was NOT about "Getting to know a job seeker", was it about "Finding, securing jobs"? If yes, click on it. Next, if none of the follow-up responses fit your activity, click "Other".
- If it was NOT about "Finding, securing jobs" was it about some other supports BEFORE hire? If yes, click on "Other support BEFORE hire"? Next, if none of the follow-up responses fit your activity, click "Other".
- Keep going until you identify the broad category that fits what you were doing.
In summary: "Other" is your way out of a difficult choice. But, you first need to identify the broad category that fits your activity: "Getting to know a job seeker"; "Finding, securing jobs", "Other supports BEFORE hire", "Any supports AFTER hire", "Paperwork, meetings, program business", "Non-employment related e.g. day programs".
TIP: If you are doing paperwork related to one of these broad categories such as "Getting to know a job seeker", select "Getting to know a job seeker" and then select "Completing forms/reports". Each broad category has a "Completing forms/reports" follow-up response item.
What should I respond if I was interacting with multiple people in one interaction?
Pick the most relevant interaction for advancing the employment goals of a job seeker. See these examples:
- Example 1: During the 30 minutes before receiving the text, you were chatting with a person you support (job seeker), then with a case manager, and then with an employer. if the conversation with the person you support was the most relevant for advancing employment, select "A person I support."
- Example 2: During the 30 minutes before receiving the text, you were chatting with a person you support (job seeker), then with a case manager, and then with an employer. All three interactions seemed equally relevant for advancing employment. In this case, please select the last interaction, corresponding to the response item: "Someone from a business"
- Example 3: During the 30 minutes before receiving the text, you were chatting with both a job seeker and an employer at the same time. Most of the conversation, however, was with the employer. Therefore, please select "Someone from a business" and then select "A person I support" when responding to the next question "Who else was involved in this interaction?"
My primary activity during the 30 minutes prior to receiving the ES-Coach text was traveling for work, how do I report this?
Report it by selecting "Paperwork, meetings, program business", then selecting "Traveling".
My ES-Coach survey is paused, how do I resume receiving the daily survey?
- Log into your account using your email and password
- Click on "Stop/Resume survey"
- Scroll down to "Set survey active/inactive"
- Set it "Active"
- Click "Save" at the very bottom of the page
Watch for the ES-Coach text the next day. Forgot your log-in details? Your username is your email. If you forgot your password, click on "Reset your password" on top of the screen. Alternatively, contact info@es-coach.org. We will gladly help and even reactivate your ES-Coach survey for you.
Codebook
Here you will find working definitions for all the terms used by ES-Coach, organized by WHERE, WHO, and WHAT. If you are unsure where an activity falls, the table below should help.
Below are explanations of the possible responses to the daily ES-Coach question: "Where were you during the 30 minutes before you received this text message?"
WHERE | Definition | What it is NOT |
|---|
In my office or home office | Your office at your employer or working from home | Anywhere outside your office or home office |
At the residence of a person I support | Where the individual resides including group homes | |
At a business (Not provider-owned) | Any community business not owned by the provider where a majority of the employees are NOT individuals with disabilities (e.g. Target, Walmart, local office buildings, etc.) usually with intent of inquiring about hiring or following up on a job seeker that has been hired | Any provider owned business such as a workshop or business inside a provider where a majority of the employees are individuals with disabilities |
In other community integrated settings | A library, mall, gym, restaurant, coffee shop, classroom, school, or any community setting that's not a business where you are inquiring about employment. You are most likely in these settings for meetings, observing the job seeker, or doing some Discovery activities. | A provider, a workshop, or a business within a provider |
In a vehicle | | |
Other | A workshop or day program | A community-based business or residence of a person you support |
Below are explanations of possible responses to the question: "Who was your primary interaction with during this activity?"
WHO | Definition | What it is NOT |
|---|
A person I support | A client, consumer, or anyone you are helping find paid, individual employment and/or supporting after hire | Family, friends, or acquaintances of the job seeker |
Family, friends, or acquaintances of a person I support | A parent, sibling, grandparent, neighbor, church members or roommate. For the purposes of ES-Coach, an acquaintance can also be someone that can assist the job seeker with finding a job or learning a skill who the job seeker may not know yet (e.g. someone in the community that makes pottery as a hobby that you connect with a job seeker who is interested in pottery). | A co-worker, manager, supervisor, or provider staff |
Someone from a business | Managers, supervisors, employers/HR personnel, business owners, employees, representatives from the chambers of commerce or other business associations. | Family, friends, or acquaintances of the job seeker |
Disability professionals | Colleagues from your agency and/or other agencies, case managers, benefit specialist, residential staff, VR staff, Medicaid funding representatives, legislators, etc. | Manager, supervisor, employers/HR, business owners, employees, and representatives from the chamber of commerce or other business associations. |
Other | Someone who would not easily fall into any other primary interaction category (e.g., a technology consultant) | |
Below are explanations of possible responses to the question: "What was the primary purpose of this activity?"
WHAT | Definition | What it is NOT |
|---|
Getting to know a job seeker | Discovery activities; talking with the job seeker to find out their goals and interests; observing them at an activity or participating in an activity with the job seeker (e.g., business tour, informational interview, vocational/career profile) | Completing applications, browsing job ads, negotiating with a business, or community mapping |
Talking with someone (e.g. job seeker, others) | Getting to know the job seeker's skills and goals in an unstructured way, interviewing people who know the job seeker well | Participating in an activity with the job seeker, completing applications, observing the job seeker in an activity |
Observing a job seeker | Job shadowing, watching the job seeker perform a job task or skill but not assisting or participating with them | Participating in an activity with the job seeker |
Participating in an activity with the job seeker | Participating in an activity with the job seeker to get to know them or their skill set (e.g., participating in activity the job-seeker enjoys like frisbee golf or hiking while talking about their goals and plans | Talking to the job seeker in your office, filling out job applications, observing the job seeker perform an activity, an informational interview or a business tour |
Reviewing records | Going over the job seeker's work plan, resume, IEP, ISP, or any other documentation about the job seeker to better understand their goals and skills. This activity is usually done with the job seeker present but may be performed without them. | Creating a career profile with the job seeker, filling out job applications, browsing help wanted ads |
Informational interview or a business tour | Taking the job-seeker on a tour of a local business facilitating the job seeker's conversation with an employer to learn about the business and answer any employer questions about their skills and goals | Formal job interview, discovery activities, or an unplanned visit to a local business for research purposes |
Developing a vocational/career profile | Creating a career / vocational profile | Developing a resume or applying to jobs |
Completing forms/reports | Filling out any other forms not already specified that relate specifically to getting to know the job seeker | Filling out job applications, creating a resume, vocational interview |
Other | Any activity where you're getting to know a job seeker that does not fall in any other category | |
WHAT | Definition | What it is NOT |
|---|
Finding, securing jobs | Completing applications, browsing job ads, creating a resume, negotiating with a business, community mapping | Discovery activities, benefits planning, transportation planning, job coaching |
Community mapping/researching businesses | According to NCSET, community mapping (sometimes referred to as asset mapping or environmental scanning) is a system-building process used by many different groups at many different stages in order to align resources and policies in relation to specific system goals, strategies, and expected outcomes. Researching businesses includes browsing a business website to learn about the business, browsing LinkedIN or other social media to learn about a business and people who work there. | A formal business tour |
Networking | Warm calling, attending a chamber of commerce event or business breakfast; talking through LinkedIn, Facebook, Instagram, other social media about employment opportunities with already established connections | Cold calling businesses or browsing job ads |
Browsing ads, cold calling, job applications | Browsing job ads online, in newspapers, or on bulletin boards; calling employers or visiting businesses you don’t know; filling out job applications or sending resumes | Networking with established contacts, following up on a job lead |
Resume, portfolio, job interviews | Developing a (visual) resume or portfolio of skills, attending a job interview with a job seeker | An informational interview or business tour |
Informational interview or business tour | Taking the job seeker on a tour of a local business or the job seeker having a conversation with an employer about the business to answer any employer questions about their skills and goals | Formal job interview, discovery activities, or an unplanned visit to a local business for research purposes |
Engaging with businesses/job negotiation | Talking with employers about customized employment opportunities, talking with employers about potential new job openings, learning about their business needs, or building relations with specific employers more formally than just networking | Networking (which is more general and casual), applying for jobs, business tours, or researching the business online |
Completing forms/reports | Filling out any other forms not already specified that relate specifically to finding / securing jobs | Creating a resume or portfolio, filling out job applications |
Other | Any other activity related to finding/securing jobs activity that does not fall in any other category | |
WHAT | Definition | What it is NOT |
|---|
Other supports BEFORE hire | Developing work or social skills, benefits planning, transportation planning, discussions about self-employment, technology and accommodations planning, discussing the job seeker with a fellow disability professional | Discovery, completing applications, browsing job ads, creating a resume, negotiating with a business, community mapping |
Developing work/social skills | Paid work trials and job tryouts, teaching the job seeker specific work or social skills; volunteer activities specifically to develop work/ social skills (or as part of an employment plan) | Skills training in a sheltered workshop |
Meeting regarding a job seeker | Meeting with the job seeker to discuss pre-employment concerns or meeting with a professional colleague to discuss a job seeker's potential employment (the job seeker may not necessarily be in attendance) | Job interview practice, job interviews with an employer, discovery |
Assisting with benefits counseling | Planning or discussing with job seekers and others how to manage the impact of new earnings on Social Security or other benefits. | Completing forms / reports |
Transportation planning | Developing a transportation plan with the job seeker, travel training | Driving a job seeker to and from a job |
Technology and accommodations planning | Discussing/planning accommodations needed in the workplace with the job seeker, including technology accommodations (e.g., CART print, voice recognition software) | Informational interview |
Completing forms/reports | Filling out any other forms not already specified that relate specifically to supports before hire | Resumes, job applications, benefit applications |
Other | Any other activity related to other supports before hire that does not fall into any other category | |
WHAT | Definition | What it is NOT |
|---|
Any supports AFTER hire | Job coaching, checking in with the job seeker at their place of work, facilitating natural support, addressing a workplace challenge, facilitating career advancement | Discovery, completing applications, browsing job ads, creating a resume, negotiating with a business, community mapping, developing work or social skills, benefits planning, transportation planning, discussions on self-employment, technology accommodation planning, discussing the job seeker with a fellow disability professional |
Checking in | Stopping by an individual's place of employment to see how they are doing | Job coaching or a formal meeting at the job-seeker's workplace |
Job coaching | Job task training; workplace communication strategies; problem-solving assistance; and support in connecting with co-workers and supervisors to ensure the employee can perform tasks, navigate workplace dynamics, and achieve career goals. | Informal check-in with an individual at their place of employment |
Facilitating natural support | Identifying co-workers or supervisors who may be able to assist the individual on the job so that the job-seeker can fade their paid supports | Job shadowing or job coaching |
Addressing a workplace challenge | Meeting with an individual and/or someone from their place of business about a workplace challenge (the individual you support may not necessarily be in attendance) | Job coaching or completing forms/reports |
Meeting regarding a person I support | Meeting with an individual to discuss their job (not addressing an immediate challenge); or meeting with a professional colleague to discuss a job seeker's employment (the individual you support may not necessarily be in attendance) | Job coaching or completing forms/reports |
Facilitating career advancement | Arranging training based on current job-specific needs and potential changes, discussing promotions or changes in job duties with the job seeker or their employer | Job coaching, facilitating natural supports, or meeting about an individual |
Completing forms/reports | Discussing with individuals/support teams the impact of work on their benefits, referring a job seeker to benefits counseling if career changes take place | Resumes, job applications, benefit applications |
Other | Arranging transportation based on potential changes in job duties, making adjustments based on impact of earned income on benefits or any other supports after hire activity that does not fall into any other category | |
WHAT | Definition | What it is NOT |
|---|
Paperwork, meetings, program business. | Any administrative activities, including authorization/billing paperwork, case notes/incident reporting, staff meetings, professional development, and conferences. | Non-administrative activities that fall into one of the other primary activity categories or an activity that usually involves the job seeker |
Staff or other general meetings | Staff meetings or meetings with local authorities, other human services, funding agencies etc. | Meetings with or regarding a specific individual(s) or employer |
Professional development (e.g., webinars, conferences) | Conferences, professional development, and trainings related to your job as an employment specialist | Staff meetings, job seeker skill development |
Authorization/billing paperwork | Filling out forms or reports to request service approval or document service delivery, facilitating both service provision and reimbursement. | Resumes, benefits paperwork, |
Traveling | Travel related to your job during work hours | |
Case notes/reporting/forms | Completing service notes, reports, other forms not already specified, reports | Billing paperwork, benefits paperwork |
Program administration, development | Any administrative activities related to the functioning of the employment program. | |
Other | Any other activity that does not fall into another category | |
WHAT | Definition | What it is NOT |
|---|
Day programs, residential, etc. | Residential supports; facility-based work or non-work day programs; community-based non-work day programs; volunteer or community-based work not included in a individualized plan for employment; or leisure activities. | Community-based work or individualized employment-based activities |
Facility-based non-work support | Non-employment activities that take place exclusively at the provider | Community-based non-work |
Facility-based work support | Employment activities that take place exclusively at the provider | Facility-based non-work, work in the community |
Community-based non-work support | Non-employment, community-based day services and supports; volunteering not included in a individualized plan for employment; community life engagement activities | Work in the community |
Residential services support | Any services that takes place exclusively in a residential setting | Any community-based service |
Other | Non-employment related leisure or recreational activities, or any other activity that does not fall into any other category | |