SSG Meetings: Agenda, Attendance, and Action Tracking for School Wellbeing Teams

What SSG Meetings Look Like Without a System

In most schools, Student Support Group meetings follow a familiar pattern:

1. The coordinator spends 20 minutes assembling an agenda — pulling up the referral, reviewing recent notes, checking what was agreed at the last meeting
2. Someone prints the agenda and attendance sheet
3. The meeting happens — good discussion, clear decisions
4. The coordinator types up minutes afterwards, sometimes the same day, sometimes the following week
5. Action items are emailed to attendees, who may or may not track them
6. At the next meeting, everyone tries to remember what was agreed last time

The meeting itself is valuable. The admin around it is not. Grounded Scribe automates the structure so that wellbeing teams spend their time in discussion, not in document preparation.

Auto-Generated Agendas

When you schedule an SSG meeting linked to a student referral, the platform generates a structured agenda automatically. The agenda pulls directly from the referral and case data:

1. Welcome and Attendance — pre-populated with invited attendees
2. Review of Previous Actions — outstanding action items from the last meeting linked to this referral, with their current status
3. Presenting Concerns — auto-populated from the referral record, including the original referral reason, urgency level, and support tier
4. Current Interventions — strategies currently in place, drawn from the referral's intervention tracking, with effectiveness ratings where recorded
5. Recent Updates — the three most recent case notes, giving attendees a snapshot of what has happened since the last meeting
6. Discussion and Recommendations — blank section for meeting notes
7. Action Items — structured section for recording new actions
8. Next Meeting Date — scheduling the follow-up

The coordinator can edit the agenda before the meeting — adding items, removing sections, or adjusting the auto-populated content. The auto-generation provides a starting point, not a locked template.

Meeting Types

Not every meeting follows the same format. The system supports six meeting types:

• SSG (Student Support Group) — the standard multi-disciplinary meeting
• Case Conference — a focused discussion about a specific concern or incident
• IEP Review — linked to the student's Individual Education Plan review cycle
• Transition Meeting — for students transitioning between year levels, campuses, or schools
• Intake Meeting — initial meeting when a student first enters the support system
• Other — for meetings that do not fit the above categories

The meeting type is recorded in the meeting record and helps with reporting — leadership can see how many meetings are SSGs versus case conferences versus IEP reviews.

Attendee Tracking

Each meeting records who was invited, their role, and whether they attended:

• Name and role — coordinator, classroom teacher, specialist (OT, speech pathologist, psychologist), parent/carer, student, external provider
• Attendance — present or absent, recorded for compliance documentation
• Facilitator — the staff member leading the meeting is identified separately

This matters for NCCD evidence, where demonstrating multi-disciplinary involvement in student support planning strengthens the school's documentation. It also matters for accountability — when a parent or external provider was invited but did not attend, that is recorded.

Action Items with Follow-Up

Action items are where meetings either lead to change or fade into forgotten minutes. The system structures action items with:

• Description — what needs to happen
• Assignee — who is responsible
• Due date — when it should be completed
• Status — pending, completed, or overdue

Overdue actions are visible on the referral record and in the next meeting's agenda. When the team sits down for the follow-up meeting, the review of previous actions is not a memory exercise — it is a structured list showing what was done, what was not, and who was responsible.

Action item counts appear on referral cards, so the wellbeing team can see at a glance which referrals have outstanding follow-up actions without opening each record individually.

Linked to Referrals and IEPs

SSG meetings do not exist in isolation. Each meeting is linked to a student referral, and optionally to an IEP review. This means:

• From a referral, you can see all meetings held about that student, with their dates, attendees, and outcomes
• From a meeting, you can navigate directly to the referral record, case notes, and IEP
• From an IEP review, the meeting record provides evidence of the collaborative review process

This linking eliminates the duplication that happens when meeting minutes live in one system and referral records live in another. The meeting record is part of the student's support history, not a separate document trail.

Recording Discussions and Decisions

During or after the meeting, the coordinator records:

• Discussion notes — key points raised, perspectives shared, and context discussed
• Decisions — what the team agreed to do, including any changes to the support tier, intervention strategies, or referral pathways
• Formal minutes — if the school requires structured minutes (some jurisdictions and sectors mandate this for SSG meetings)

All content is timestamped and attributed to the recording staff member. The record is permanent — it can be updated with additional information but not deleted, maintaining the integrity of the meeting documentation.

For School Leadership

The leadership analytics dashboard includes meeting metrics:

• Total meetings held by type
• Meetings per student (identifying students with high meeting frequency)
• Action item completion rates
• Average time between meetings for active referrals

These metrics help leadership teams understand the volume and follow-through of multi-disciplinary support work without needing to read individual meeting records.

Getting Started

SSG meetings are available to all schools using the Student Support Platform. Navigate to a student referral, select the Meetings tab, and schedule a new meeting. The agenda auto-generates from the referral data, and you can customise it before the meeting begins.

Learn more about the Student Support Platform or visit For Schools.

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*Meeting documentation is a record-keeping tool. All clinical and educational decisions are made by the professionals and families involved in the student's support.*

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