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Administrative Resource

Manual
www.mybudgetcoach.org

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BUDGETTable
COACHING
PROGRAM
OVERVIEW
ofDescriptive
Contents
MyBudgetCoach
Header

Member & Coach Status Definitions..............4
ºº For Members: 4
ºº For Coaches:
4
Coach Intake Process..............5
ºº For Volunteer Coaches 5
ºº For Staff Coaches 5
Member Intake Process..............6
Intake Tracker..............7
Member Documents for Intake..............8
ºº MyBudgetCoach Member Consent Form 8
How to Add a New Coach..............9
How to Add a New Member..............11
Member Cohort Selection..............13
How to Match Coaches and Members..............14
Coach Welcome Email Templates..............15
ºº ONLINE ONLY GROUP 15
ºº IN-PERSON GROUP
16
Member Welcome Email Templates..............17
ºº ONLINE ONLY GROUP 17
ºº IN-PERSON GROUP
18
How to Pull a Credit Score..............19
ºº Print Credit Report
24
How to Transmit a Credit Report..............25
ºº Sample of Edited Credit Report
27
Troubleshooting the Credit Pull Process..............28
Exit Interview Credit Pull Process..............30
Coach Member Launch Tracker..............31

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Table of Contents

Session 1 to 4 Tracker..............32
Session 1 to 4 Process Guide..............33
Member Dropout Procedures..............35
ºº Dropout Database Spreadsheet 35
ºº Member Dropout Categories
35
Exit Interview Process..............37
Graduation Certificate..............38
Relationship Manager Daily Checklist..............39
Technical Assistance..............40

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BUDGET COACHING
PROGRAMDefinitions
OVERVIEW
MyBudgetCoach
Member
& Coach Descriptive
Status
Header
For Members:
1. Available: this is default status after member has been entered into the system. Only Available members are
able to be matched.
2. Matched: pairing with coach automatically changes status to Matched.
3. Graduate: completion of Session 12 or Exit Interview will trigger status change to Graduate.
4. Inactive: no auto trigger. Administrator can manually change status to inactive. Inactive members are not
able to be matched or log on to system. If an inactive member tries to log on, they should receive message to
contact staff.
For Coaches:
1. Probationary: Default for all new coaches. Coach has signed up for program but has not completed training.
2. Available: Administrator will manually set status to Available after training has been completed and coach is
certified by staff. If they are working with other member but still want to be matched, admin will manually set
status to Available. ONLY AVAILABLE COACHES CAN BE PAIRED.
3. Matched: pairing with member automatically changes status to Matched.
4. Inactive: No auto trigger. Administrator can manually change status to inactive. Inactive coaches are not able
to be matched and cannot log on to system. If an inactive coach tries to log on, they should receive message to
contact program staff.

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If coach will be working with more than one member. 5. If coach completes training. 3. Staff coach is created in the MyBC system by RM (it is understood that the RM and Coach may be the same person at some Service Delivery Sites (SDS). For Staff Coaches 1. 2. Coach prospect attends in-person training session and signs volunteer agreement form. Coach is matched with a member and sent “Welcome Email”. c. Repeat for all additional members this coach will be working with. 5 . If approved. b. 8. Coach status in MyBC system is manually changed to “Available” by RM/VM. $ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. INC. Coach fills out agency’s standard volunteer application (vol. 4. VM or RM approves (or denies) coach application. RM creates coach in the MyBC system (coach status is “probabtionary” unless coach has already completed coach training session). 7. third. etc) member in system (this will automatically set status to “Matched”). After matching coach with first member. 3. Coach status in the MyBC system is manually changed to “Available”. Staff coach successfully completes MyBC coach training. Coach is matched with 1st member and sent “Welcome Email”. Coach is directed to or finds on his/her own the “Become a coach” page on MyBC. 6.BUDGETCoach COACHING PROGRAM OVERVIEW MyBudgetCoach Intake Descriptive Process Header For Volunteer Coaches 1. 4. manually change the coach’s status back to “Available”. Match coach with new (second. info sheet) which is sent to Volunteer Manager (VM). 9. 5. Coach successfully completes training OR coach does not complete training . please use the following process: a. VM/RM contacts coach prospect to sign her/him up for in-person training. 2. who shares it with the MyBC Relationship Manager (RM).

BUDGET COACHING PROGRAM OVERVIEW MyBudgetCoach Member Intake Descriptive Process Header 1. ii. Member Intake Session a. Match coach/member pairing in MyBC. If match not made. d. c. Member Inquiry is received 2.com. d. Create Paper File (with all necessary forms) 5.org/management. Session 1 occurs or member drops out. Add new member in MyBC system. Coaches may be matched with member 2 ways: i. Contact coach and member to confirm Session 1 date TWO weeks after match made. $ 6 e. Go through MyBC intake process on MyBudgetCoach. Coach/member sent match information via email (w/ phone confirmation) after tech training if no members are available when tech training occurs. 6.org or Quizzle. b. c. INC. 7. offer suggestions for location and time to facilitate meeting. evaluate for dropout possibility. Member signs the consent form. (see Dropout Criteria & Database). Give member pocket tracker copies. Send email (BCC) to all coaches & members requesting first session date. Confirm receipt. my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. e. Coach given match info at tech training. Phone confirmation needs to be made no more than 2 business days after match email sent. If match is still not made after 4 weeks. Match Member with a Coach a. b. Contact coach and member weekly to facilitate meeting date. Pull credit report using AnnualCreditReport. i. Schedule intake session 4. i. c. . Contact member within one business day 3. File copy of credit report & Credit Karma (client gets own copies). Member is emailed match information the day after training session. b. Facilitate/Confirm Session 1 meeting a.

Use this spreadsheet to track member intake milestones from first program inquiry all the way through matching of member with a coach and confirmation of first MyBC session date.Intake Tracker As an agency manager you will want to manage staff’s progress for recruiting and onboarding new Members. 7 . INC. $ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS.

and will not contain any specific employer names. an independent third party evaluator. Client Name:_______________________ Client Signature:_____________________ Date:______________________________ $ 8 my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. information about whether I am employed. INC. but is not limited to. items such as my credit score. This data may include. bank account balances. account names or account numbers.BUDGET COACHING PROGRAM MyBudgetCoach Member Documents Descriptive forOVERVIEW Intake Header The following consent form will need to be signed by the member during the intake process: MyBudgetCoach Member Consent Form Consent for {insert agency name} to Send Data to Third Party Evaluator I understand that data about me in connection with my participation in the MyBudgetCoach Program may be shared with the Center for Financial Security at the University of Wisconsin – Madison. . to assist in its evaluation of the MyBudgetCoach program. I understand that this shared data will be anonymous and will not be connected in any way with my name. credit card and other loan balances. demographic information. and my future purchase or employment plans. date of birth of social security number.

9 . INC. select “Coaches” from the Management Toolbar.BUDGET COACHING PROGRAM OVERVIEW MyBudgetCoach How to AddDescriptive a New Coach Header Creating a Coach Step 1: After logging in to the MyBC.org/management). $ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS.org management system (MyBudgetCoach.

. Probationary Available $ 10 my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS.BUDGET COACHING PROGRAM OVERVIEW MyBudgetCoach How to AddDescriptive a New Coach Header Step 2: Select “Add New Coach” Step 3: A pop-up box will appear and you will enter all the coaches personal information into the open fields. Please note that all new coaches default to “Probationary” status which you will manually change after they have completed training. Please be sure to assign the coach to the proper location. INC. Select “Submit” to complete this process.

INC. 11 . select “Members” from the Management Toolbar.org management system (MyBudgetCoach.org/management). $ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS.BUDGET PROGRAM OVERVIEW MyBudgetCoach HowCOACHING to Add Descriptive a New Member Header Creating a Member Step 1: After logging in to the MyBC.

several screens of data collection. . members status defaults to “Available” and can be immediately matched with an “Available” coach. and credit score collection. Upon entry. INC. This process includes a technology assessment. Please enter as much data as you can. Available $ 12 my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS.BUDGET PROGRAM OVERVIEW MyBudgetCoach HowCOACHING to Add Descriptive a New Member Header Step 2: Select “Add New Member” Step 3: The system will guide you through the New Member Intake Process (you will click the “Next” button until reaching the end of the process).

If the Member is part of the CFSI Evaluation in Ohio. Step 2: At the bottom of the page is a check box entitled “Add this Member to CFSI Budget Coaching Study Group”. Be sure to check this box before submitting the Member’s data in order to add her to the Study Group.BUDGET COACHING PROGRAM OVERVIEW MyBudgetCoach Member Cohort Descriptive Selection Header Step 1: While entering in the initial Member information during the intake session. you will notice a “Cohort Assignment” dropdown menu. INC. Maryland or Pennsylvania. please select the appropriate cohort. 13 . $ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS.

. Step 2: Choose a coach for the member at random from the drop down box. $ 14 my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS.BUDGET COACHING PROGRAM How MyBudgetCoach to Match Coaches Descriptive andOVERVIEW Members Header Matching Coaches and Member pairs Step 1: After creating a member in the system. select “Member Assignment” from the Management Toolbar. then click the “Submit” button. INC.

we’ll also be checking in with you to make sure you have everything you need. Please login to the system at your earliest convenience (preferably before your first coaching session) and go to the “My Profile” page to change your password to something that is more meaningful to you. INC. Please contact your member in the next few days so that you can schedule your first session. {FOR USE WITH COACHES WITH MEMBER IN ONLINE ONLY GROUP} Dear {Coach Name}: Thank you for participating in the [insert agency name] MyBudgetCoachtm program. We are always here to help you in any way we can. Warmest Regards.org site. You will not have any in-person contact with the member until after the member has graduated from the program. We kindly as that your first session meeting take place as soon as possible. From time to time. You can also contact me on the MyBudgetCoach. please use the following login information: User ID: Password: The password that you have been assigned is a TEMPORARY password. MyBudgetCoach message or text messaging.me screen sharing tool and speaking via phone during sessions. For the purposes of our program evaluation. concerns or other feedback. {insert Relations Manager Name} $ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. this is the only program delivery method that your member should be aware of. These templates contain language that MUST be used when sending coaches emails to alert them that they have been matched with a MEMBER. All communications between you and the member will be via phone. Please do not hesitate to contact me if you have any questions. 15 . The member you have been matched with is {insert member name}. My contact info is listed at the bottom of this email.BUDGET PROGRAM OVERVIEW MyBudgetCoach CoachCOACHING WelcomeDescriptive Email Templates Header Once a Member and Coach have been matched the Relationship Manager must send a Welcome Email to the COACH.org system. To log in to the MyBudgetCoach. email. {Member name}’s contact information is as follows: Name: Phone: Cell Phone: Email: You and the member will meet exclusively online using the Join.

{Member name}’s contact information is as follows: Name: Phone: Cell Phone: Email: You and the member will meet in person for all MyBudgetCoach coaching sessions. please use the following login information: User ID: Password: The password that you have been assigned is a TEMPORARY password. {insert Relations Manager Name} $ 16 my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. For the purposes of our program evaluation.org site to do the online coaching sessions. Please do not hesitate to contact me if you have any questions. My contact info is listed at the bottom of this email. you will need to have access to a computer with an internet connection so you can use the MyBudgetCoach. Also. in between sessions.org tools to monitor the member’s use of the goal. You can also contact me on the MyBudgetCoach. budget and expense tools and keep track of their progress. we’ll also be checking in with you to make sure you have everything you need. The member you have been matched with is {insert member name}.org site. concerns or other feedback. We kindly as that your first session meeting take place as soon as possible. INC. this is the only program delivery method that your member should be aware of. . At each of these sessions. To log in to the MyBudgetCoach. you and the member will use the MyBudgetCoach. Warmest Regards. Please login to the system at your earliest convenience (preferably before your first coaching session) and go to the “My Profile” page to change your password to something that is more meaningful to you. From time to time.BUDGET PROGRAM OVERVIEW MyBudgetCoach CoachCOACHING WelcomeDescriptive Email Templates Header {FOR USE WITH COACHES WITH MEMBER IN IN-PERSON GROUP} Dear {Coach Name}: Thank you for participating in the [insert agency name] MyBudgetCoachtm program. We are always here to help you in any way we can.org system. Please contact your member in the next few days so that you can schedule your first session.

To log in to the MyBudgetCoach. [FOR EMAIL TO MEMBERS IN ONLINE ONLY GROUP} Dear {Member Name}: Thank you for participating in the [insert agency name] MyBudgetCoachtm program. Warmest Regards. Please do not hesitate to contact me if you have any questions. Please login to the system at your earliest convenience and go to the “My Profile” page to change your password to something that is more meaningful to you. INC. we’ll also be checking in with you to make sure all your needs are met. please use the following login information: User ID: Password: The password that you have been assigned is a TEMPORARY password. These templates contain language that MUST be used when sending coaches emails to alert them that they have been matched with a COACH. You can also contact me on the MyBudgetCoach. We kindly ask that your first session take place as soon as possible. My contact info is listed at the bottom of this email.Your coach’s contact information is as follows: Name: Phone: Cell phone: Email: As a MyBudgetCoach member.org site. The coach you will be working with is: {Insert coach name}.BUDGET COACHING PROGRAM OVERVIEW MyBudgetCoach Member Welcome Descriptive Email Templates Header Once a Member and Coach have been matched the Relationship Manager must send a Welcome Email to the MEMBER. Please make sure you have access to a computer with Internet connection and phone for every coaching session. We are always here to help you in any way we can. 17 . Your coach will instruct you how to use the screen sharing tool when you speak on the phone for your first session. As a member of the MyBudgetCoachtm program. concerns or other feedback. you will meet with your coach online using a screen sharing tool and the telephone. you have been matched up with a professionally trained coach. [Insert Relationship Manager Name] $ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. From time to time.org system. Please work with your coach to schedule your first session meeting.

Your coach’s contact information is as follows: Name: Phone: Cell phone: Email: As a MyBudgetCoach member. To log in to the MyBudgetCoach. concerns or other feedback. we’ll also be checking in with you to make sure all your needs are met. Your coach will make sure that you also have access to a computer with Internet connection for all coaching session to use the MyBudgetCoach online coaching sessions and tools. The coach you will be working with is: {Insert coach name}. As a member of the MyBudgetCoachtm program. You can also contact me on the MyBudgetCoach. you have been matched up with a professionally trained coach. you will meet with your coach online in-person. please use the following login information: User ID: Password: The password that you have been assigned is a TEMPORARY password. Please do not hesitate to contact me if you have any questions. My contact info is listed at the bottom of this email. Please work with your coach to schedule your first session meeting. [Insert Relationship Manager Name] $ 18 my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. . We are always here to help you in any way we can. Please login to the system at your earliest convenience and go to the “My Profile” page to change your password to something that is more meaningful to you.BUDGET COACHING PROGRAM OVERVIEW MyBudgetCoach Member Welcome Descriptive Email Templates Header [FOR EMAIL TO MEMBERS IN IN-PERSON GROUP} Dear {Member Name}: Thank you for participating in the [insert agency name] MyBudgetCoachtm program.org site.org system. Warmest Regards. From time to time. INC. We kindly ask that your first session take place as soon as possible.

Make sure you are using a computer with access to a PRINTER for this step so you can print out credit report. Step 1: Click on www. Generate Credit Report Step 2: Select “Request yours now!” $ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS.BUDGET OVERVIEW MyBudgetCoach HowCOACHING to Pull Descriptive aPROGRAM Credit Score Header Pulling a Member’s Credit Score During MyBC Intake After completing several intake questionnaire screens. INC.ANNUALCREDITREPORT.COM” button. the Relationship Manager will reach the Credit Report section of the online MyBC Intake process. 19 .

INC. .BUDGET OVERVIEW MyBudgetCoach HowCOACHING To Pull Descriptive aPROGRAM Credit Score Header Step 3: Click on the “Request your credit reports” button located at the bottom of the page. $ 20 my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS.

$ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. INC. 21 .MyBudgetCoach HowCOACHING to Pull Descriptive aPROGRAM Credit Score Header BUDGET OVERVIEW Step 4: Enter in all of the Member’s information and proceed to the next screen.

select the TransUnion Credit Report ONLY. select the credit report to be pulled. For the first attempt. After checking TransUnion checkbox. INC.BUDGET OVERVIEW MyBudgetCoach HowCOACHING to Pull Descriptive aPROGRAM Credit Score Header Step 5: Once a member’s personal information is accepted. $ 22 my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. . click the “Next” button.

click “Continue”. 23 . $ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS.MyBudgetCoach How to Pull Descriptive a Credit Score Header Step 6: The system will ask you to verify information. Answer the questions and continue. INC. If the entered information is correct. The system will then ask you questions to verify identity.

Print the member’s credit report out and remember NOT TO SAVE THE REPORT TO YOUR COMPUTER! $ 24 my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS.BUDGET COACHING PROGRAM OVERVIEW MyBudgetCoach HowCOACHING to Pull Descriptive aPROGRAM Credit Score Header BUDGET OVERVIEW Print Credit Report Step 7: Click on “Display a printer friendly version” which will open a new window with the credit report to be printed. . INC.

Run “Member Roster” report to see Member’s MyBC Unique ID number. After printing the report. Place one copy in Member’s case file (must be kept in LOCKED file storage/cabinet. 3. INC. Give one copy to the Member. 25 .MyBudgetCoach How toCOACHING Transmit Descriptive a CreditOVERVIEW Report Header BUDGET PROGRAM Credit Report preparation for transmission to Solutions for Progress 1. $ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. make two copies. 4. 2.

All employment data (if this info is on a separate page. using black marker or white out. You don't need to redact it if you're not transmitting it) .name of account/lender/credit issuer (ex: "American Express" or "Quicken Loans" ) . Find the Member ID# for the Member you are working with. you can omit it from what is scanned in. you can omit it from what is scanned in. INC. 7. Only 1 credit report should be pulled at intake for each client. all personal information on the form (see example on next page).member's address . You don't need to redact it if you're not transmitting it) .BUDGET PROGRAM MyBudgetCoach How toCOACHING Transmit Descriptive a CreditOVERVIEW Report Header BUDGET COACHING PROGRAM OVERVIEW 5.All credit inquiry info. Make sure to write the Member’s ID# is at the top of EVERY PAGE."Address Identification Number" .member's phone #s . if one is listed) . For this remaining copy. sometimes referred to as "Record of Requests for Your Credit History (if this info is on a separate page.member's name . After giving the Member one copy of the credit report and putting a second in the Member’s case file. you can omit it from what is scanned in. 6.Joint account names (for each account there is a "Responsibility" category which will say "Individual" if only the account holder has access but will list a name if there is someone else on the account.member's SSN . Most will be in the 30-50 page range. 10. Export Member Roster to Excel (xls).You do not need to scan in or redact any of the FCRA rights pages (usually found at the end of the report) 9. . Each and every credit report will be different. This includes: . $ 26 my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS.loan account #s . 8. You don't need to redact it if you're not transmitting it) . Make sure to cross off the name.All previous addresses (if this info is on a separate page.credit card account #s . Write the Member ID# at top of every page of the credit report. cross out."Mortgage Identification Number" . you should have one remaining copy.

youtube. You can watch these steps by using the following link: http://www. Upload report into Box. INC. If you don’t have one. 27 . Click "Upload" and select the file to upload. Once this is uploaded.org 13. you are done with this step. Click on "MyBC Eval" then the "Ohio folder 14. scan redacted credit report and save it as "Member ####" 12. When intake for all Members in the Cohort has been completed. please contact mybudgetcoach@ohiofoodbanks. A Box.MyBudgetCoach How to Transmit Descriptive a Credit Report Header Sample of Edited Credit Report 11.com.com/watch?v=UBqtHsIWETY#t=1180 $ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS.com account will be created for you by the University of Wisconsin Center for Financial Security staff.

BUDGET PROGRAM OVERVIEW Troubleshooting MyBudgetCoach theDescriptive Credit Pull Header Process BUDGET COACHING COACHING PROGRAM OVERVIEW Problem: You tried pulling a member’s TransUnion score through AnnualCreditReport.com but were unable to. . INC.com. $ 28 my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. Possible Fix: Try pulling Experian or Equifax reports through AnnualCreditReport.

com. $ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. try pulling the report using link in intake section to Quizzle.com. 29 . If you are still not able to pull the report.com or Quizzle. If you are unable to pull credit report. Once the credit report is pulled and printed. Possible Fix: Call the Affiliate or the SfP Help Desk. this client will not be able to participate in the MyBC program during the evaluation project. Problem: Can not pull credit report using AnnualCreditReport.Troubleshooting MyBudgetCoach theDescriptive Credit Pull Header Process BUDGET COACHING PROGRAM OVERVIEW Problem: Can not pull ANY credit report using AnnualCreditReport. Possible Fix: Make sure the member’s personal information entered is correct.com. INC. please follow same process used to prepare AnnualCreditReport.com report for transmission.

$ 30 my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. For the Exit Interview credit report pull. follow same steps described for the Intake credit report pull. the system will direct you to pull a credit report.BUDGET COACHING PROGRAM MyBudgetCoach Exit Interview Credit Descriptive PullOVERVIEW Process Header BUDGET COACHING PROGRAM OVERVIEW During the online Exit Interview. . INC.

31 .org. $ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. The Launch Tracker also tracks confirmation of the pairing’s first coaching session date. INC.MyBudgetCoach Coach Member Descriptive Launch Tracker Header BUDGET COACHING PROGRAM OVERVIEW Coach Member Launch Tracker Excel Spreadsheet Once a Member and Coach have both been sent Welcome Emails. the Relationship Manager will want to use this excel document to track the receipt of their emails and confirm that the Coach & Member have used their ID and Password to log in to MyBC. and also that they have each changed their password.

This spreadsheet provides a Relationship Manager assistance to help pairs through the early stages of the program when it is critical for the RM to monitor the process. INC. . $ 32 my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS.BUDGET COACHING PROGRAM OVERVIEW MyBudgetCoach Session 1 Descriptive to 4 Tracker Header BUDGET COACHING PROGRAM OVERVIEW Session 1 to 4 Tracker Excel Spreadsheet This spreadsheet is for use in order to help a Relationship Manager to know their own role and track milestones in facilitating coach/member relationship once a member pair starts meeting.

Contact member if coach does not respond after two phone attempts. c. e. b. evaluate for dropout possibility (see Dropout Criteria & Database). remind coach to submit Progress Report on MyBC. Contact coach no more than three business days after scheduled session was to have occurred. get Progress Report from Coach if not submitted two business days after Session occurred. Contact member to set up appointment to get forms needed for Session 2. Confirm that Session 1 occurred a. d. c. facilitate new meeting date and confirm via phone. Contact member if coach does not respond after two phone attempts. Confirm that Session 2 occurred a. redact personal info and give originals back to member. INC. 2. d. 33 . 4. If Session did occur. facilitate new meeting date and confirm via phone. b. Contact coach no more than three days after scheduled session was to have occurred b. Facilitate/Confirm Session 2 meeting a. Contact coach and member to confirm Session 2 date IMMEDIATELY if not on Progress Report. Post-Session 1 process for Online Group a. i. Some members will opt to send forms to their Coach themselves (remind them to cross out all account #’s!). copy forms. At appointment.BUDGET COACHING PROGRAM MyBudgetCoach Session 1 to 4Descriptive ProcessOVERVIEW Guide Header 1. b. Call Coach to check in no more than one week after Session 1 was scheduled to occur. If Session did not occur. Confirm receipt of forms to Coach (even with Coaches who receive info directly from member).org if not submitted 2 business days after Session occurred. contact coach and member to suggest meeting dates and locations. d. Call Member to check in no more than one week after Session 1 was scheduled to occur. Post-Session 1 process for In-Person a. Send forms via email to Coach. c. b. Contact coach & member weekly to facilitate meeting date. If Session did not occur. If Session 2 date still not scheduled four weeks after Session 1 has been completed. d. 3. 5. If Session did occur. c. If Session 2 not scheduled. Session 2 occurs or member drops out. $ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS.

c. d. $ 34 my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. Facilitate/Confirm Session 3 meeting a. b. If Session 3 date still not scheduled four weeks after Session 1 completed. Call Coach to check in no more than 1 week after Session 3 was scheduled to occur. 10. b. facilitate new meeting date and confirm via phone. 9. b. If Session 3 not scheduled. Contact coach and member to confirm Session 3 date IMMEDIATELY if not on Progress Report. get Progress Report from Coach if not submitted two business days after Session occurred. Contact coach no more than three days after scheduled session was to have occurred b. . Contact member if coach does not respond after two phone attempts. Post-Session 2 checkout process a.BUDGET COACHING PROGRAM MyBudgetCoach Session 1 to 4Descriptive ProcessOVERVIEW Guide Header 6. 8. Call Member to check in no more than one week after Session 2 was scheduled to occur. Session 3 occurs or member drops out. Call Member to check in no more than 1 week after Session 3 was scheduled to occur. If Session did not occur. Post-Session 3 checkout process a. 11. Contact coach & member weekly to facilitate meeting date. d. (see Dropout Criteria & Database) e. Call Coach to check in no more than one week after Session 2 was scheduled to occur. Repeat Steps 7 to 9 for Session 4. 7. INC. If Session did occur. evaluate for dropout possibility. Confirm that Session 3 occurred a. contact coach and member to suggest meeting dates and locations. c. monitor as needed using Steps 7 to 9 for Sessions 5 to 12. After Session 4 has been completed.

35 . of 3x (3 email + 3 phone). Staff Action: Contact member by phone and email a min. Staff Action: Confirm by phone that the member is no longer eligible for the program and assess if this is a short-term (member may be available for future enrollment) or long-term eligibility issue.org system and activities inside the system that the RM needs to complete before officially ending a Member’s participation in the MyBC program. if known. Add member to “Missing” page in “MyBC Dropout Database” spreadsheet. 4. it is discovered that member does not meet program membership requirements at this time. Coach and member never met for Session 1. Notify coach that their member has dropped out.MyBudgetCoach Member Dropout Descriptive Procedures Header Dropout Database Spreadsheet The document details the process for a Member to withdraw from the program. If member does not respond within 3 days. change member’s status in MyBC to “Inactive” in the MyBC system. Coach and member never met for Session 1. if possible. 2. This includes activities for the RM independent of the MyBC. loss of job. Member Dropout Categories The folowing are the Member Dropout Criteria for members and coaches who have not met yet: MISSING Definition: Member was matched with a coach but coach and staff were unable to establish contact with the member. 5. Change coach’s status in MyBC to “Available” and match with a new member immediately. The Dropout Database is a required system for all CFSI Evaluation Partners to track program dropouts and the reason. This can be for a variety of reasons such as a change in income. $ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. INC. Next Steps: 1. 3. that the member has ended the coaching engagement. Notify member via phone and email that they are going to be taken out of the program. current financial crisis or member has moved out of our service area. INELIGIBLE Definition: After intake was completed.

BUDGET COACHING PROGRAM OVERVIEW MyBudgetCoach Member Dropout Descriptive Procedures Header BUDGET COACHING PROGRAM OVERVIEW Next Step: 1. 5. $ 36 my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. Add member to “Withdraw” page in Dropout Database. 4. If the member’s eligibility issue is long-term. WITHDRAW Definition: Member informs staff that they are leaving the program for a reason other than an eligibility issue. 3. Staff Action: Depending on member’s issue. if possible. Change coach’s status to “Available” in the MyBC system and match with new member immediately. Change cohort to “D” Cohort. . Notify coach that member is no longer in the program. the dropout procedure is as follows: 1. Coach and member have not yet met for Session 1. Add member to the “Met and Dropped Out” page in the Dropout Database spreadsheet. re-engage the member for inclusion in Cohort 2. Change coach’s status to “Available” in the MyBC system and match with new member immediately. 6. INC. Notody coach that their member has dropped out. Change member’s status to “Inactive” in the MyBC system. For members who have met with their coach at least once. If the member’s eligibility issue is short-term. Change member’s status to “Inactive”in the MyBC system. 4. add the member to “LT Ineligible” page in the Dropout Database spreadsheet. 2. Notify coach that member has left the program. if possible. 4. 3. possible referral to partner services Next Steps: 1. 2. If the member’s eligibility issue is short-term. Set coach’s status to “Available” in the MyBC system and match them as soon as possible with a new member. add the member info to the “Temp Ineligible” page in the Dropout Database spreadsheet. 3. 2.

click on the member’s name in the MyBC system and select “Start Exit Interview. Budget and Goal Tracking tools for as long as the MyBC.” The MyBC system will guide you through the Exit Interview process. CELEBRATE! $ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. 5. 2. Once the alert is received.MyBudgetCoach Exit Interview Descriptive Process Header BUDGET COACHING PROGRAM OVERVIEW 1.org Expense Tracking. if pulled) and refer to any other programs that may be relevant and timely for the member. 4. Email completed graduation certificate to coach no later than one week before Session 12 date. 3. THe Exit Interview should happen very soon (no more than one to two weeks) after Session 12. 8. An Exit Interview alert will be sent to staff after a member has completed Session 11. Complete the member’s Exit Interview. INC. Give member all relevant paperwork (credit report. 37 . Contact member no more than one week after completion of Session 11 to schedule their Exit Interview. have aconversation with member’s coach within a week of receiving the alert to talk about any lingering issues the member has and discuss member’s needs once they graduate from program. 7.org system is up and running. Make all efforts to do this IN-PERSON but it is possible (although not preferable) for the Exit Interview to be completed via phone. Remind the member that he/she will have access to the MyBC. 6. To initiate the Exit Interview.

. INC. you will provide each member with a Program Graduation Certificate and celerate their success! $ 38 my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS.BUDGET COACHING PROGRAM OVERVIEW MyBudgetCoach Graduation Certificate Header BUDGET COACHING Descriptive PROGRAM OVERVIEW As part of the Exit Interview.

2. Check MyBC Alerts (Progress Reports and Tech Support inquiries).BUDGET COACHING PROGRAM Relationship MyBudgetCoach Manager Descriptive DailyOVERVIEW Checklist Header 1. INC. 39 . 4. Answer “Become A Member” inquiries. $ my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS. Track Coach/Member progress using process trackers. 3. Check MyBC Message area.

BUDGET COACHING PROGRAM OVERVIEW Assistance MyBudgetCoach Header BUDGETTechnical COACHING Descriptive PROGRAM OVERVIEW Members  If Members have difficulty logging in or need assistance navigating through their MyBudgetCoach.org account. 9am to 5pm EST) $ 40 my budget coach TM POWERED BY SOLUTIONS FOR PROGRESS.org account. . please contact the MyBudgetCoach Help Desk: Email: mybchelp@solutionsforprogress.org website. INC. Relationship Managers If you have determined that a technical problem exists with the MyBudgetCoach. Coaches If Coaches have difficulty logging in or navigating through their MyBudgetCoach. they should contact their Coach for assistance. they should contact their SDS Relationship Manager for assistance.com Phone: 888-312-4647 (Monday – Friday.