Routine Facilitator Guide Clinical Facilitator Guide
Our Predictable Group Routine
Session 1: Baseline Assessment & Routine Establishment
Provider: Ms. Hartman, LCSW
Duration: 20 Minutes
Setting: Counseling Office
Target Group
NAW, MK, NK
Clinical Focus
Baseline SEL Probes
Core Strategy
Ready-Calm-Connected
IEP Goals & Session Objective
Session Objective: Complete baseline assessment probes of emotional communication, coping choice, ready behavior, direction-following, and cooperative peer interaction during a structured, predictable 20-minute group routine.
Targeted Student Goals:
NAW: Express current emotional state, choose an appropriate coping strategy, and engage in cooperative peer interaction.
MK: Communicate personal needs, wants, and feelings using simple language and appropriate social words.
NK: Identify a safe physical coping strategy and participate in positive peer-to-peer communication.
The "Ready-Calm-Connected" Sequence
1
READY
Check in, sit in personal space, receive visual schedule.
2
CALM
Identify feeling zone, select and practice coping strategy.
3
CONNECTED
Engage in cooperative task, share social greetings.
Pacing & Baseline Assessment Protocol
Time Routine Segment Baseline Probe Mechanics (No Prompting Initially) 0-4 Min Warm-Up / Ready Deliver visual schedules. Observe student ability to enter, transition, and sit independently. Record baseline ready behavior. Allow sensory tool choice. 4-9 Min Instruction / Calm Introduce the 3-step routine. Run "Feeling Match" probe: display 4 emotion cards and record if student matches, labels, or uses sentence starters naturally. 9-16 Min Practice / Connect Run cooperative token-placing task. Run turn-exchange baseline. Record direction following (2-step instructions) and unsolicited positive comments. 16-20 Min Closing / Finish Students use visual choice boards to state a learned skill. Record target behavior and duration. Review carryover homework cards.
Predictable Group Routine • Facilitator Guide Page 1 of 2
Clinical Facilitator Script
Explicit clinical prompts, cueing hierarchies, and diagnostic script rules
Ms. Hartman's Guide
MANDATORY BASELINE PROBE RULES (No Pre-Coaching)
To gather accurate raw data, always offer an Independent Opportunity first. Allow up to 5 seconds of wait time before applying any prompt level. If a student errors or does not respond, step down the hierarchy and record the final successful prompt level (I = Independent, V = Visual, G = Gestural, VP = Verbal Prompt, PP = Physical Prompt).
Segment 1: Warm-Up & Ready Check (0-4 Min)
Action: Give student a desktop visual schedule and 3 token pieces.
Clinical Script: "Welcome to our group room! Today we are learning our Ready-Calm-Connected routine. First, we need to show our bodies and minds are ready. Check your visual strip. Sit in your chair, hands on your desk, eyes on me. (Pause for 5s of silent observation to record baseline). You may choose one sensory tool from our basket that can stay next to you today."
Segment 2: Feeling & Coping Probes (4-9 Min)
Action: Lay the 4 Emotion Cards (Happy/Green, Sad/Blue, Nervous/Yellow, Frustrated/Red) on the table.
Clinical Script: "Look at these faces. Touch the one that shows how you are feeling right now. (Wait 5s. Record choice). Now, use our special sentence starter: 'I feel [Blank] because [Blank]'. (Observe if they state a raw feeling or need). Great! Let's choose a coping strategy card. Show me how you practice your coping strategy. (Ex: take one deep breath, squeeze hands together)."
Segment 3: Cooperative Task & Peer Interaction (9-16 Min)
Action: Place the cooperative board on the table. Hand student tokens.
Clinical Script: "Let's practice connecting with our friends. We have a shared puzzle to build. Watch my instructions first: Pick up your blue token, hand it to your friend, and say 'Your turn'. Let's do it together."
Target Student Specific Prompts & Observational Focus:
NAW: Assess baseline peer interaction. Does NAW pass the token and look at peer without prompting?
MK: Assess communication of wants/needs. Does MK say "Your turn" or request a token using descriptive words?
NK: Assess safety & body control. Does NK maintain physical boundaries and communicate nicely?
Segment 4: Closing & Home Transition (16-20 Min)
Action: Distribute the Home Guides and Miniature Classroom Visual Strips.
Clinical Script: "You did amazing today in our group! We finished our schedule. Point to one skill you showed today on your desk sheet. (Pause for response). This classroom strip is yours to keep at your school desk. When you go home today, give this newsletter to your parents so they can practice with you. See you next week!"
Proactive Co-Regulation & Troubleshooting Guide
If student refuses check-in: Use visual redirection. Point silently to their personalized schedule strip. Avoid verbal negotiations. Keep tone warm and low.
If physical safety boundary is crossed: Instantly cue: "We are safe." Hand over a soft squishy or putty to anchor hand movements.
Predictable Group Routine • Facilitator Guide Page 2 of 2
Group Session Data Record Specialist Clinical Form
Group Session Data Record
Clinical baseline assessments & IEP progress tracking matrices
FORM ID: RCC-B1
Date
Friday, August 28, 2026
Provider Name
Ms. Hartman, LCSW
Session Setting
e.g., Counseling Room
Session Duration
e.g., 20 Minutes
Attendance Baseline Check: NAW (Present) MK (Present) NK (Present)
Baseline Quantitative Progress Matrix
Student Weekly Baseline Target Goal Opps Met Prompt Level Objective Behavior Sample NAW Emotion labels & coping choice + physical peer sharing during connection tasks. ____ ____ [ ] I (Ind) [ ] V (Vis) [ ] G (Gest) [ ] VP (Verb)
| Record physical/verbal social exchanges... |
| MK | Wants, needs, feelings identification + using social greeting phrases. | ____ | ____ |
[ ] I (Ind) [ ] V (Vis) [ ] G (Gest) [ ] VP (Verb)
| Record descriptive words used... |
| NK | Physical self-regulation choices + respectful/safe peer communication. | ____ | ____ |
[ ] I (Ind) [ ] V (Vis) [ ] G (Gest) [ ] VP (Verb)
| Record safe physical actions... |
Narrative Descriptive Logs
1. Actual Verbal Message / Specific Coping Strategy Used / Peer Task Behavior
Write student quotes, exact coping tools selected, and cooperative task dynamic here...
2. Emotional Context / Duration of Focus / Return-to-Task / Carryover Potential
Note triggers, total baseline engagement time in minutes, ability to re-engage, etc...
3. Next-Session Target Focus & Custom Adjustments
Identify prompt adjustments, sensory alterations, or behavioral supports for next session...
PROMPT HIERARCHY REFERENCE KEY
I (Independent): Natural initiation with no visual or physical cues.
V (Visual): Student responds to schedule strips or visual cues.
G (Gestural): Counselor points or gestures to target object.
VP (Verbal): Direct/indirect vocal prompt given by facilitator.
PP (Physical): Light hand-over-hand physical guide (last resort).
Ms. Hartman's Clinical Baseline Matrix Confidential Student Data • August 2026
Student Carryover Toolkit Printable Classroom Aids
My Desk Schedule Strip
Cut along the dotted lines. Tape to student desks for school-wide routine carryover.
Cut & Laminate
STUDENT: NAW • Routine Desktop Visual
Step 1 WARM-UP Check-In
Step 2 READY Sit Safe
Step 3 CALM Take Breath
Step 4 CONNECTED Share Task
STUDENT: MK • Routine Desktop Visual
Step 1 GREET Say Hello
Step 2 READY Feet Still
Step 3 MY FEELING Use Words
Step 4 PARTICIPATE Nice Voice
STUDENT: NK • Routine Desktop Visual
Step 1 TRANSITION Walk Calm
Step 2 SAFE BODY Safe Hands
Step 3 COPING KEY Squeeze Tool
Step 4 COOPERATE Nice Hands
Classroom Carryover Toolkit • Desk Schedules Page 1 of 2
Visual Communication Tokens
Feelings & Coping Visual Cards
Boardmaker-style high-contrast visual cues representing specific baseline feelings and regulatory choices.
Visual Communication
PART A: The Four Emotion Check-In Zones
Green Zone
HAPPY
Safe, calm, ready
Blue Zone
SAD
Tired, slow, down
Yellow Zone
NERVOUS
Wiggly, fast, anxious
Red Zone
ANGRY
Mad, unsafe, stop
PART B: Sensory & Safe Coping Strategy Cards
Sensory
Deep Breath
3 slow breaths
Physical
Squeeze Ball
Use safe hands
Focus
Hand Press
Press palms flat
Spatial
Safe Break
Sit in safe spot
Classroom Carryover Toolkit • Feelings & Coping Symbols Page 2 of 2
Student Routine Workbook My Name
Today's Date
My Group Routine Book
Activity 1: Ready-Calm-Connected
1. Tracing My Three Group Steps
1
Step 1: I am
READY
2
Step 2: I feel
CALM
3
Step 3: I am
CONNECTED
2. My Feeling Check-In
Which face shows how your heart and body feel right now? Color one face.
Happy
Sad
Nervous
Angry
Fill in the missing words for your feeling:
I feel today.
Student Routine Workbook • Section A Page 1 of 2
My Coping & My Connection
Activity 2: Finding Calm & Working Together
3. Finding My Calming Tool
Draw a line from the feeling zone on the left to the safe coping tool on the right.
Red Zone (Angry)
Yellow Zone (Anxious)
Blue Zone (Sad/Tired)
Deep Breathing
Squeeze Squeezy Tool
Quiet Safe Break
What do you need when you are in a yellow or red zone?
I need
What is your goal for today?
I am ready to
4. Connected with My Friends
Draw or write about one nice thing you did or said during our group puzzle task today!
Student Routine Workbook • Section B Page 2 of 2
Counseling Home Guide Counseling Connection
Ready, Calm, & Connected at Home
Supporting your child's emotional regulation and peer relationship goals
Weekly Home Connection Week 1: Establishing Routines
A Note from Ms. Hartman, School Social Worker
Hello! This week, our social work group launched our core group routine: "Ready-Calm-Connected." We are using this predictable structure to help students check in on their feelings, choose healthy self-regulation tools, and work cooperatively with peers. Connecting our school routine to your home is the best way to help your child master these important social-emotional skills. Thank you for your partnership!
Our Three Group Steps
1 READY
Preparing our minds and bodies. Having structured, predictable expectations like keeping safe hands and sitting in a personal space.
2 CALM
Identifying our current emotional zone (Green, Blue, Yellow, or Red) and selecting a safe calming/focusing tool to reset.
3 CONNECTED
Engaging in reciprocal communication, sharing resources, and using kind words to solve collaborative tasks with others.
Understanding the Four Emotional Zones
Green Zone HAPPY & CALM Ready to learn & talk
Blue Zone SAD & TIRED Moving slowly, down
Yellow Zone NERVOUS / SILLY Loss of control, wiggly
Red Zone ANGRY / MAD Stop, unsafe, explosive
Simple Home Puzzles & Carryover Practice
Daily Feeling Check-In: Ask your child: "Which zone is your brain in right now?" Encourage them to use the sentence starter: "I feel ______ because ______."
Practice Coping Tools Together: When your child is calm, model deep breathing. Say: "Let's practice our slow breathing together so we are ready when we feel angry or nervous."
Practice Sharing Turns: Play a low-stakes card game, puzzle, or stacking block activity. Have your child physically hand you a piece and practice saying: "Your turn" or "Here is the block."
Questions or observations? Reach out anytime! Email: mhartman@school.edu • Tel: (555) 019-2831
Partnering For Student Success