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Responsiveness & Participation Policy

At Positive Tracks, we understand that Captains have full lives. We don’t expect constant communication, and we know not everyone needs the same level of support. Some Captains thrive with frequent check-ins, while others prefer more independence. Either communication preference is okay! 

 

We aim to meet you where you are, and we want coaching relationships to feel natural, not forced.

 

That being said, coaching is a core part of our mission. It’s how we provide guidance, encouragement, and resources. When there is no communication, we are unable to support you fully. We want to make sure you get everything you can out of this partnership.

Steps to Complete a Positive Tracks Challenge

To receive the full benefits of our program, including coaching, starter funds, matching funds, visibility on our site, and other resources, you must:

 

  1. Apply via app.positivetracks.org
  2. Participate in coaching: respond to your Coach, meet when needed, and keep us in the loop. 
  3. Post your Challenge to our site
  4. Sweat for Good (complete your physical activity)
  5. Submit the post-Challenge reflection form

Our Coaching Commitment to Captains

We are here for you. Not just to guide, but to listen, cheer you on, help you troubleshoot, connect you with others, and celebrate your success.

 

Coaching is one of the biggest assets of our Challenges program. Whether it’s your first time organizing something or you’ve done this before, having a Coach means you don’t have to figure it all out on your own. We’re here to help you make your vision real.

Responsiveness Expectations

To keep your Challenge active and access all partnership benefits, we ask Captains to:

 

  • Respond to your coach in a timely manner, ideally within a week, unless you’ve discussed a different timeline together.
  • Engage in the Coaching process by meeting with your Coach as required for a partnership.
  • Let us know if your plans or timeline change. We are flexible!
  • Keep your Coach updated at key moments (applying, picking a date, post-event, etc.)
  • If you have a scheduled call with your coach and need to cancel it, please let us know that plans have changed at least 1 hour in advance. 
  • Be present during your coaching calls. Think of it like game time: we’re on your team, and showing up focused helps us win together!
  • If you miss your call without notifying us, we’ll mark your Challenge as inactive. 
  • Coaches will remain on the call for up to 15 minutes—after that, if we haven’t heard from you, we’ll consider it a missed meeting and mark your Challenge as inactive.

If you ever need to pause or step back from your Challenge temporarily, just let us know. 

Outreach & Inactivity Process

If we don’t hear from you:

 

  1. Check-In #1 – We’ll reach out via email or text
  2. Check-In #2 – We’ll follow up about 1 week later
  3. Final Check-In – One last message letting you know that if we do not hear back within a week, your Challenge will be marked as inactive
  4. Final Step (1 Month After Initial Check-In) – If there’s still no response after about a month and 3 outreach attempts, we’ll mark your Challenge as “Inactive”. This means that you will not receive a fundraising match or starter funds. This helps us focus support on Captains who are actively engaging with their Coach and the Positive Tracks program.

You will always be welcome to return and reapply for a new Challenge here.