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Prepare Site for Processing and Weekly Tasks

Send Hub installation info and weekly task list to each new site.

When a site has been recruited, customize and send this email to the main contact to help them prepare for for weekly tasks. 

👉 Encourage Hub installation and training as soon as the site is recruited, in case technical hurdles arise. Starting early limits potential delays!

👉 Be on site to support the first day of processing devices.

Use the email template below to help sites get ready to use LENA technology and to remind them of their weekly LENA tasks.

Subject line: Tech prep for upcoming LENA Grow program

Hello [Center Director name],

As planned, [name of support staff person] will handle weekly LENA device processing during the five weeks of LENA Grow.

Here’s what what needs to happen:
[If sites are NOT processing their own devices, delete the next step.]

  • Install LENA Hub on a Windows 10 or Windows 11 computer that can be dedicated to processing devices for several hours.
    For help choosing a computer, see here.
  • Make sure [Support Staff name] completes this completes this 4-minute LENA training on how to process devices before your first LENA Day.

[Add any notes about support the coach will provide on the first LENA Day.]


Each week, your designated staff will:

  • Process and charge all devices in LENA Hub at the end of each LENA Day or the next morning. (Hands‑on time is usually under 15 minutes per class, though the first day may take longer.)
  • Launder the LENA vests during the week.
  • [If applicable: Print the reports emailed by the coach before each coaching session.]
  • [If applicable: Photocopy, print, or share the weekly Family Engagement handout.]
  • Return clean vests and charged devices to classrooms before the next LENA Day.

Please let me know if any questions come up. I’m here to help!

Best, 

[Your name]