PD Day Camp

Please submit the following information to receive the 2020-2021 All-Star Cheer Information Package:

What do I need to send with my child?

Every participant must bring:

Chromebook or devise to complete school work
Headphones
Snack (see below)
Lunch if staying for the full day (see below)
Water bottle

What safety standards are in place?

Safety is our number one priority. We have implemented safety standards that either meet or exceed those as required by Public Health.
Programming will be facilitated to ensure participants maintain physical distancing throughout the day.
Additional hand sanitization measures are enforced throughout the day.
Parents will be required to complete a screening questionnaire each day prior to dropping off.

Is my child required to wear a mask?

Because our programming is facilitated to ensure participants are maintaining the recommended 2-meter distance between each other, mask-wearing is optional for participants.

How will you ensure that participants are maintaining physical distancing while participating in classes in the gym?

We have developed a comprehensive list of games and activities that still allow participants to have fun, get moving, and stay safe. Since re-opening, we have been able to facilitate all our tumbling classes in a way that maintains the distance between participants.

How will the staff assist with school work?

Bears Athletics staff will assist participants with the curriculum and tasks provided by the school district they are registered with.
Staff will support by answering questions and ensuring all required assignments are completed.

How will the day be structured?

In general, here is how each day will be structured. We also know that some students will have occasional Google Meets with teachers, which we will structure their days around.

Check-in
10 to 15-minute movement activity
Schoolwork
Structured class in the gym (i.e. tumbling or ninja class)
Schoolwork

Snacks and Meals:

Snacks and lunch are to be sent with the child(ren) each day
Students have the option to place money on their snack bar account for special treats.
Bears Athletics is a nut-free facility

What does my child need to wear?

Indoor shoes are recommended for daily activities.
All clothing should be comfortable and appropriate for physical activity.

Discipline:

Appropriate behavior and language are expected at Premier Academy.
Rules will be clearly stated by the staff. Our goal is to always use redirection and positive reinforcement. At times, time outs and quiet time may be required for children who need some additional space and calming.

Release of Participants:

All children must be signed in and out by a parent or authorized pick-up contact each day.
Only those who have been designated to pick up a child are allowed to pick up.

Medications:

A child may not receive medication of any kind unless it is required by a doctor.
Parents/guardians must place medicine in a Ziploc bag with a child’s name, dosage, and frequency. Medication must be provided in the original container with pharmacy/doctor instructions and labels.

Illness:

Please inform the director immediately if your child develops any of the following symptoms:

Fever
Cough
Redness of the eyes or itchy eyes
Sore throat or hoarse voice

Students with these symptoms will not be allowed to attend kids camp until they are 24 hours free of symptoms or have a doctor’s note.
Additional hand-sanitizing measures and social distancing – as possible – will be monitored and enforced throughout the school year.

If you have questions regarding these policies, please do not hesitate to call us at 226-971-1614.

Supplies:

Every participant must bring:

Chromebook or devise to complete school work
Snack (see below)
Lunch if staying for the full day (see below)
Water bottle

General Information:

Names must be marked on all personal items. Bears Athletics is NOT responsible for lost, broken, or stolen items.
In an effort to better suit children during activities and playtime, some activities may require us to divide children by age group. Siblings who would like to stay together would go with the younger of the two groups.

Before & After Care:

Before Care opens at 7:30 a.m. Due to staffing requirements, parents may not drop off children prior to that time.
Children must be picked up by 5:30 p.m. Fees will apply for children not picked up by 5:30 p.m.

Fee Policies:

Discounts will not be given for missed days due to illness or vacation.
Virtual Learning Support Program is not included for Statutory Holidays or days that school is out. Additional care may be provided on those days through Bears
Athletics for an additional fee.
A 15-day notice is required in order to cancel.
Automatic charges will occur on the 25th of the month prior.
Payments must be up to date in order for a child to participate.

Snacks and Meals:

Snacks and lunch are to be sent with the child(ren) each day.
Students have the option to place money on their snack bar account for special treats.
Bears Athletics is a nut-free facility.

Dress Code:

Indoor shoes are recommended for daily activities.
All clothing should be comfortable and appropriate for physical activity.

Discipline:

Appropriate behavior and language are expected at Bears Athletics.
Rules will be clearly stated by the staff. Our goal is to always use redirection and positive reinforcement. At times, time outs and quiet time may be required for children who need some additional space and calming.

Release of Participants:

All children must be signed in and out by a parent or authorized pick-up contact each day.
Only those who have been designated to pick up a child are allowed to pick up.

Medications:

A child may not receive medication of any kind unless it is required by a doctor.
Parents/guardians must place medicine in a Ziploc bag with a child’s name, dosage, and frequency. Medication must be provided in the original container with pharmacy/doctor instructions and labels.

Illness:

Please inform the director immediately if your child develops any of the following symptoms:

Fever
Cough
Redness of the eyes or itchy eyes
Sore throat or hoarse voice

Students with these symptoms will not be allowed to attend kids camp until they are 24 hours free of symptoms or have a doctor’s note.
Additional hand-sanitizing measures and social distancing – as possible – will be monitored and enforced throughout the school year.

Please submit the following information to receive the 2020-2021 All-Star Cheer Information Package:

Awarding Tumbling Achievement Paw Magnets
Updated February 4, 2017 

Receiving their coloured paw award for tumbling achievements is a huge milestone for each athlete and it is crucial that all athletes receive the same red carpet treatment when they reach this milestone. No athlete should feel that their experience was less special than that of another athlete and as such every paw, regardless of colour, will be celebrated by staff.

Step 1: Locate the Athletes “Tumbling Goals & Progress Tracker from the plastic bin in the gym. Cards are filed alphabetically by first name.

Step 2: Ensure that each skill in the line has been performed perfectly 3 times, and has been signed off by a coach for each time performed. 

Step 3: Award the appropriately coloured paw for the level achieved. See below chart:

Step 4: You MUST take a picture of the athlete with their paw to post on social media. First locate the magnetic white board that says “Today at Bears Cheerleading” – in Fergus it is in the front office on the left side of the apparel shelf. Next locate the Tumbling Paw Magnets – in Fergus they are stored in the middle left hand drawer of the glass display cabinet. Select the colour(s) of magnets that the athlete has earned.

Step 5: Prepare the photo: Attach the earned paw(s) to the white board and write “_______ has earned his/her _____ tumbling paw!” and take a picture of the athlete smiling holding the white board (after the picture athlete is free to take their paws home).

Step 6: Post the photo. In each club Facebook page (Cheer On! Bears Fergus and Cheer On! Bears Guelph) there is already an album created called Look Who Earned a Paw. The route to locate the album will be different depending on how you access Facebook (ie. Cell phone, tablet or desktop) but generally you will go to the photos section of the club page and click on albums. Once you have selected the Look Who Earned a Paw album you will click the add photos/videos button and upload your photo.

It is imperative that all paw photos be added to the proper album to keep the group feed clean and organized and also assist coaches with locating an athletes photo when required for printing or sharing. 

Step 7: If the parent/athlete is on Facebook make sure to tag them in the photo so that they can share on social media as well. This is a huge accomplishment for athletes and we want to help them celebrate! 

Step 8: Return the white board to the left side of the apparel shelf and have athlete return their Tumbling Goals & Progress Tracker to the bin in the gym. 

Injury/Accident Reporting System

Updated July 15, 2019

It is absolutely imperative that proper processes be followed for any and all accidents and injuries, regardless if your perception of severity.

1. If an athlete becomes injured during a class you must immediately address the injury. Have your junior coach take control of your class so you may attend to the injured party and call for the manager on duty if required. If you do not have a junior coach, call for the manager on duty or send your athletes for a water break/and or continue with the current activity if it is safe to do so (ie. Drill stations)
2. If you did not see the accident occur you must find the person/people who did so that you may make an accurate assessment and/or fill out the Injury Report Form properly (if required). Record first and last names of any/all witnesses to the accident
3. For minor injuries (ie. Cuts, scratches and scrapes etc) assess the injury and provide treatment such as Bandaid or ice pack as required. You MUST fill out the Ice Pack/Bandaid/Sit Out Log Sheet found behind the attendance sheets on your clip board. There is also a copy at the end of this system for review.
4. ANY and ALL head bumps (if athlete hits floor, wall, or is hit by another athlete – ie. Stunting) must follow concussion protocol and have an Injury Report Form filled out as well as require contact with parents.
5. For moderate injuries (twisted joints, strains, strains) assess the injury, provide treatment, have athlete sit out (check back with them every 5 minutes) and contact parents if required. An Injury Report Form must be filled out
6. For any injury requiring medical attention such as a hospital visit. Asses with your manager and athlete’s guardian if they are safe to be moved for transportation to the hospital by guardian (coaches may not transfer an athlete to the hospital). If it is not safe or possible to move the athlete, the manager on duty must call 9-1-1 to have ambulance transportation arranged. 

Gym address:  Fergus: 820 Gartshore St. Unit 25
Guelph: 30 Arrow Road Guelph 

Ice Pack/Bandaid/Sit Out Log 

Every time an athlete takes a Bandaid, Ice Pack or sits out with any injury it MUST be recorded on this sheet.

Total Clean List

Lobby

• Vacuum the boot area, front door mat, under table and around the seating area, behind couches and big chair, in front office, down the hallway and in the bathrooms. 

• Lysol wipe down the table and top of the chairs

• Lysol wipe all door knobs and handles

• Lysol wipe all tables and surfaces in the lobby/viewing room areas

• Dust plaques

• Clean all windows

• Tidy up water bottles

• Check garbage in front office and lobby area if needed to be changed then do so, replace garbage bags

• In Winter shovel and salt the pathway to the door

Upstairs/Team Room

• Sweep the floors

• Lysol the table, ledge, kiddies area and chair tops

• Check garbage 

• Tidy up kids play area

• Dust trophies

• Dust awards down the stairs

• Lysol the railing

Snack/Coffee Bar

• Tidy up area

• Display is nice

• Popcorn machine is cleaned with Lysol wipe and goner over with water towel

• Coffee filter is cleaned

• Coffee jug is cleaned

• Wipe down shelves

Bathrooms

• Dishes are washed (Lysol wipe the sink first)

• Toilet is cleaned (toilet bowl cleaner in and scrubbed, Lysol the seat on top and bottom)

• Sink is cleaned out 

• Extra cleaning supplies are tidy

• Change table is wiped down and tidied

• Clean floor

• Clean mirror

• Clean floor

• Garbage is checked and changed

• Soap is full

• Toilet paper stocked

• Paper towel stocked

• Door handles are Lysol wiped

Gym

• Wipe down the mats, track area and actual track with Norwex cloths (wet the blue cloth, rinse thoroughly when becomes dirty)

• Clean mirrors 

• Wash cups and put clean cups in the basket

• Clean up any water spills near the water cooler

• Move any discarded clothing and water bottles to the lost and found

• Disinfect cub club toys with Lysol wipes

• Tidy coaches shelf/area – no loose papers

• Tidy first aid supplies and make a note on day sheet if any supplies need replacing

Staff: Clocking in or Entering Time

This system will ensure that all staff hours are entered properly. Improperly logged hours may result in interruptions to staff payment or scholarship credits. 

If you are clocking in on the gym computer at the beginning of your shift and plan to clock out at the gym before you leave follow these instructions:

Step 1: Open the Jackrabbit program via. www.jackrabbitclass.com

Step 2: Sign in with your user name and password. If you do not know your password click the “Forgot your password” button.

Step 3: From the blue bar at the top of the screen click on Staff Portal and from the drop down menu select Launch Staff Portal.

Step 4: A new window will appear in your browser asking you to select your location from a drop down menu (COI for Fergus, GUE for Guelph). Make your selection and click Launch Staff Portal

Step 5: A new window will appear asking you to enter your user name and password again. Do this and click Login.

Step 5: From the blue bar at the top of your screen select the grey Clock In button.

Step 6: At the end of our shift from the blue bar at the top of your screen select the grey Clock Out button.

Your time has been logged but you are not finished yet. 

Do your hours need to be split?

Your hours must be split if your shift included work in multiple departments. Departments can include but are not limited to: Rec/Performance (used for ACE, tumbling, ninja or performance cheer classes), All Star 1, All Star 2, Events (ie. Nerf night, birthday parties), JC and camp.

If you worked from 3:30-6:00 but 3:30-5pm was coaching ACE and tumbling classes, and from 5-6pm you coached an all-star team you must split these hours.

Splitting Hours

Step 1: From the Staff Portal (where you just clocked in/out) from the blue menu bar click on My Time Card

Step 2: Locate the day that contains the hours you wish to split and click on it to display your hours

Step 3: The hours you wish to split will be highlighted in light blue, to the right of your time entry select the split icon.

Step 4: A new window will appear. Enter the amount of time worked in the left most column, the department worked in the middle column and leave the “type” column set to regular. 

Step 5: Click on submit to save your changes

If you are entering hours after your shift follow these instructions:

Step 1: Open the Jackrabbit program via. www.jackrabbitclass.com

Step 2: Sign in with your user name and password. If you do not know your password click the “Forgot your password” button.

Step 3: From the blue menu bar at the top of the page click on Staff then List All Staff 

Step 4: From the displayed list of staff members, click on your name

Step 5: From the menu bar containing grey buttons click on Add Time Entry

Step 6: A new box will pop up entitled Add Time Entry. From the drop down menus enter your location (COI for Fergus or Gue for Guelph), the date you worked, department (admin, all-star, rec – performance cheer/tumbling/ninja classes), as well as your in time and out time. 

• Note your hours will still need to be split into departments. You can do this in 2 ways either using the above described method via. The Staff Portal or by entering separate time entries for each department you worked in

Step 7: Once you have filled in all the required fields click save

Paying for Concession with a Punch Card

It is very important that concession sales from a punch card are recorded as punch card and not cash sales so that the end of day cash reports balance. 

1. Wake up the tablet by pressing the button in the right side
2. Open the Square Register if not already open
3. To access the concession menu select the (2) menu from the bottom of the screen
4. Select the item(s) being sold
5. Press the blue charge button at the bottom right of the screen to open the payment method window
6. Scroll down to more and tap
7. Press Other Payment Types and type in punch card
8. Press record payment
9. Select no thanks for receipt
10. Make sure the physical punch card from the box has also been marked off

Closing the Cash Drawer
Updated Jan 6, 2020

By using this checklist, we will make sure that the drawer is closed correctly after each shift. This will ensure that we have the correct amount of money each shift, and help to identify any processing errors in a timely fashion. 

Guelph Location ONLY

1. Count the cash in the drawer/money pouch and write it down. There should be NO money in green pouches anymore ALL payments are to be placed in the clear concession bag
2. Open the Square App on the POS terminal
3. Click on the reports button on the left hand side of the square reader, then click Current Drawer
4. Scroll down to see the Expected in Drawer number and see if your cash matches this number. If there is a discrepancy check through transactions to see if there are any receipts reflecting that money was taken out of the drawer for expenses, payouts etc. If there are, make sure you look under current drawer and click pay in/out and type the amount of money taken out of the drawer. This will reflect the paid out amount in the Expected in Drawer number
5. In Drawer Description type Guelph Drawer xx/xx/2020
6. Type in the total amount of cash in your drawer and make sure that it comes to a $0 difference (there is still a chance that while our families are learning to purchase through the POS instead of leaving coins on the counter you could be up a few $ but should never be under)
7. Click end drawer (Be sure the drawer description says Guelph Drawer xx/xx/2020)
8. The Cash Drawer report will email automatically to info@cheeronbears.ca (if you are asked to confirm and email report please say yes)
9. Next click the Sales button on the left hand side of the screen. Email this report to info@cheeronbears.ca
10. Put the money from the drawer in a ziplock bag. Include a note that reads: “Guelph Drawer xx/xx/2020. Expected cash: _______ Actual cash: ____________ Difference: +/- _______ (if any). Amount in deposit bag (less float): ___________”

Start the next drawer by clicking the Start Drawer button and confirm that you have left a $20 float of small change in the concession bag

Special Events – Nerf Night 

It is imperative that all special events are run in a consistent manner to ensure that all athletes are provided the same Rock Show at each event regardless of who is running the event. 

Step 1: Arrive to the gym at least 15 minutes before the event is scheduled to begin. Spend this time turning on lights, making sure the lobby/bathrooms/gym are tidy, turn on music. In the winter shovel and salt the walk way as required throughout the evening.

Step 2: Open the Jackrabbit program via. www.jackrabbitclass.com  and check the event enrollment. From the blue menu bar click Events and select Calendar – ALL from the dropdown menu and click on the Nerf Night Event on the calendar. 

Step 3: A new window for the event will pop up, click on the Enrollment tab from the lower blue menu bar (if it is not already selected). Here you will see a list of all athletes enrolled in this event. 

Step 4: Click the grey Print button located just above the list of enrolled names. Use this page to check off attendance. Keep this sheet accessible throughout the evening in case of emergency (contains contact numbers). Make sure that there is a contact number listed for each athlete enrolled.

Step 5: Have a sign in/out sheet ready at the front desk for parents to fill out as they drop off their children. This can be typed and prepared ahead of time or handwritten (as long as parents sign their children in and out which is the important detail). If parent’s have any concerns about their child (ie. Allergy, shy child etc.) a cell phone number should be provided in case they need to be reached quickly. 

Step 6: Many athletes will have signed up online, but you will be collecting payment for most athletes at the door. All payments must be accompanied by a receipt (from the receipt book kept in the top drawer of the cabinet in the Fergus front office). Cash payments go in the green deposit bag (same drawer as receipt book) with the yellow copy of the receipt. If paying by credit card a receipt must still be written and the yellow copy (clearly marked a Visa/MasterCard payment) goes in the deposit bag. If you do not know how to process a credit card payment please review the Processing a Payment System. 

Event Itinerary

6:30-6:35 – Athletes arrive, parents sign in.

6:35-6:45 – Everyone sits while rules are explained:

1. Listen to coaches at all times – zero tolerance for not listening
2. Must be 2 squares away from whoever you are shooting
3. Stay behind pylons (when in use)
4. Hands to yourself
5. Stay off the track (Except for during Track of Terror)
6. Bring your own gun but leave the bullets at home… and leave the bullets you use at the gym
7. Don’t touch someone’s gun without permission 

6:45-7:05 – Target practice

7:05-7:10 – Water break

7:10-7:30 – Obstacle Course

7:30-7:40 – Snacks and water break

7:40-8:00 – Track of Terror

8:00-8:05 – Water break

8:05-8:30 – Capture the Flag

Step 7: Sign out athletes at the end of the event. Leave attendance on the desk in the front office ensure that absences are clearly marked) as this will be used to ensure proper charging of accounts.  

Step 8: Collect all bullets and return to proper storage. Complete End of Day Cleaning System 

Special Events – Birthday Parties 

Birthday parties are a great way to show new guests to Bears what is so amazing at our club. It is important that each birthday guest leaves the gym feeling amazing! 

Step 1: Arrive to the gym at least 15 minutes before the birthday is scheduled to begin. Spend this time turning on lights, making sure the lobby/bathrooms/gym are tidy, turn on music. In the winter shovel and salt the walk way as required throughout the evening. If the parents have dropped off decorations they will be in the front office in a marked bag. Set up the table cloth, put plates/napkins/cups in the middle of the table, and hang the banner either across the bulletin boards or over the door way. Fergus: carry the yellow chair down to the landing on the stairs Guelph: Set the yellow chair up as the center of attention so that the birthday child will open their gifts on the yellow chair. When guests arrive place gifts near the yellow chair.

Step 2: Open the Jackrabbit program via. www.jackrabbitclass.com  and check the account of the guest who booked the birthday. From the blue menu bar click Events and select Calendar – ALL from the dropdown menu and click on the Fergus/Guelph Birthday on the calendar for the current date. 

Step 3: A new window for the event will pop up, click on the Enrollment tab from the lower blue menu bar (if it is not already selected). Here you will see the name of the birthday guest and a note box were you will see any notes for the party (Ie. Coming early to set up, theme etc).

Step 4: Click on the last name of the athlete registered for the birthday. This will pull their account up, click the transactions tab (on the blue menu bar) to see if there is an outstanding payment required. If so collect the payment via cash, cheque or credit card (see: Making a payment system in the systems binder if you are unsure how). 

Step 5: Have waivers set out on clipboards on the front counter. All guests who are not registered in the program must fill out a waiver (unless you know that we have a current waiver signed for the season. Each season runs from May-June). 

Step 6: Discuss with parents/birthday child if they have a favourite game they would like to play (games list found in the birthday binder). If they have a theme (ie. Nerf – see Nerf night system for events itinerary, cheer etc.) you can discuss their wishes for activities at this time if not already noted. 

Event Itinerary

:00-:10 – Guests arrive, waivers are filled out. Free time in gym (coach or JC must be present when athletes are in the gym)
:10-:15 – Gather guests into circle. Do a name circle if they do not already know each other. (ie. No socks on the track, 1 on the track at a time, only in the gym if a coach is present) and explain the first game.
:15-:25 – First game
:25-:35 – Second game
:35-:45 – Third game
:45-:55 – Fourth game:55 – Check with parents to see if they are ready for for snacks and cake
Last hour – snack, cake, presents. If there is time at the end guests can come back into the gym for more games or free time. They must wash their hands before going back into the gym. 

*During snack time: Coach will tidy the gym, ensure bathrooms are stocked and clean, offer assistance as required to parents

*During gift opening: Coach or junior coaches will watch birthday child opening their gifts and write a list of the guest’s name and gift given. This will be given to the parents at the end of the party. If you notice that no one is taking photos, take pictures with your phone and offer to send via Facebook messenger. 

Step 7: After snack and gifts gather the party guests up in the gym and take a group photo to be posted on social media with the shout out “Happy birthday xxx thanks for celebrating with Cheer On! Bears” (post photo to coaches group with birthday child’s name and this will be done by a Desk Diva)

Step 8: Complete the birthday party cleaning list. Help parents remove decorations

Step 9: Fill out the Birthday party tracking sheet in the birthday binder and enter the coaches’ name as well as the JC that attended the party

Special Events – Movie Night 

It is imperative that all special events are run in a consistent manner to ensure that all athletes are provided the same Rock Show at each event regardless of who is running the event. 

Step 1: Arrive to the gym at least 15 minutes before the event is scheduled to begin. Spend this time turning on lights, making sure the lobby/bathrooms/gym are tidy, turn on music. In the winter shovel and salt the walk way as required throughout the evening.

Step 2: Open the Jackrabbit program via. www.jackrabbitclass.com  and check the event enrollment. From the blue menu bar click Events and select Calendar – ALL from the dropdown menu and click on the Movie Night Event on the calendar. 

Step 3: A new window for the event will pop up, click on the Enrollment tab from the lower blue menu bar (if it is not already selected). Here you will see a list of all athletes enrolled in this event. 

Step 4: Click the grey Print button located just above the list of enrolled names. Use this page to check off attendance. Keep this sheet accessible throughout the evening in case of emergency (contains contact numbers). Make sure that there is a contact number listed for each athlete enrolled.

Step 5: Have a sign in/out sheet ready at the front desk for parents to fill out as they drop off their children. This can be typed and prepared ahead of time or handwritten (as long as parents sign their children in and out which is the important detail). If parent’s have any concerns about their child (ie. Allergy, shy child etc.) a cell phone number should be provided in case they need to be reached quickly. 

Step 6: Many athletes will have signed up online, but you will be collecting payment for most athletes at the door. All payments must be accompanied by a receipt (from the receipt book kept in the top drawer of the cabinet in the Fergus front office). Cash payments go in the green deposit bag (same drawer as receipt book) with the yellow copy of the receipt. If paying by credit card a receipt must still be written and the yellow copy (clearly marked a Visa/MasterCard payment) goes in the deposit bag. If you do not know how to process a credit card payment please review the Processing a Payment System. 

Event Itinerary

6:00-6:15 – Athletes arrive, and have free play in the gym. Gym rules still apply (shoes or bare feet on the track, 1 athlete on the track at a time, warm up before tumbling). Coaches are not expected to be spotting tumbling during special events.

6:15-6:45 – Group games. Examples include: Bear Hunt, Pizza, Pickle, Cross Canada

6:45-7:15 – Snack/popcorn and drinks

7:15-7:25 – Set up mats for movie watching

Step 7: Set up projector. Projector is in a grey box 

7:30-9:00 (allowing time for movie to run over) – Movie

9:00-9:30 – Organized games and/or free play until end of event

Step 8: Sign out athletes at the end of the event. Leave attendance on the desk in the front office ensure that absences are clearly marked) as this will be used to ensure proper charging of accounts.  

Step 9: Clean up mats, put projector/computer away and wind up extension cord. Complete End of Day Cleaning System 

Getting Parents on the Parent Portal

Log into your Jackrabbit account

Search the family using the search bar at the top of the page

Sending info on how to access the Portal

Click “Email” found above the blue tab boxes, but below the “return, Save changes, and Delete” buttons

Make sure that the parents name has a check mark beside it to ensure that it is going to the correct person, and click “next”

In the “Template” drop down menu you will look for and click the “Parent Portal 1” template, near the top of the drop down, it will automatically bring up the email you need to send, nothing needs to be changed on it.

Scroll the page down to the drop down box that ready “Email replies sent to” and you will choose the info@cheeronbears.ca email

Click Preview email List

Then click “Send now”

Setting up/Re setting a Password

Return to the summary tab of the family so you can send them a temporary password to log into the portal

Click on the parent’s name who you have just sent the email to.

Copy and paste the email that is used in the “Email” field in the “Email. Phone Numbers, & Address” section

Paste that email to the “Login ID” field located in the Portal Information Section.

Scroll to the top of the page and click “Save Changes”  

Scroll back down to the Portal Info section and click “Reset Portal password” this should appear once you do:

Reset Portal Password and send this contact a new temporary password?

Click “Okay” 

Once more pop up box should appear that will tell you that the temporary password was sent, just click “Okay”

They should now have all the info they need to be able to log into the Portal

Opening the Den System
Updated January 21, 2018

Every staff member who opens the gym must do it in the same way to ensure a consistent experience for our clients, staff and visitors.

Step 1: Open the door and come inside (if you do not have a key, locate the black magnetic lock box outside of the gym. The black lock box will be hidden on the side of the drain pipe around the corner of the gym (will be hidden between the drain pipe and the large tractor tire leaning against the side of the building). After you are inside take the metal key from where the chains are (on your right side when facing the door) and insert it in the hole on the right hand side of the push handle. Next push the handle in and turn the key right so that the handle is stuck pushed in. place the key back in the original location. 

Step 2: Turn on all the lights (front desk, outside light, main lobby and upstairs, hallway and gym)

Step 3: Turn music on in the gym. Press the power button on the black stereo unit (it will already be turned to the correct setting), and find an appropriate playlist on the Ipad. If using a difference source of music unplug the cord from the headphone jack of the Ipad and plug into the headphone jack of th correct device. While in the gym tidy if required (place any clothes on the bench, tidy water bottles, and put cups in garbage or wash if plastic is used).

Step 4: Check bathrooms (toilet paper stocked, paper towel stocked, plenty of soap, nothing on the floors, sink is cleaned out, toilets are clean). All cleaning products can be found either in the family bathroom on the self above the toilet or on the shelves in Cyndi’s office. The key for the paper towel dispenser is in the office on the green bears lanyard (White plastic key). Insert the key in the hole on top of the paper towel dispenser, twist to the left and pull. 

Step 5: Turn on the parents viewing tv in the lobby (remote is beside the tv on the upper ledge)

Step 6: Go upstairs to parent viewing room and tidy up (toys, garbage, sweep floor, pick up anything laying around)

Step 7: Bring phone in office (located by coffee machine). Turn on computer and pull up the following: Jackrabbit (www.jackrabbitclass.com), gmail (bearsfrontdesk@gmail.com pw Bearsden), wightmans, www.cheeronbears.ca, Facebook and Wunderlist

Step 8: Jackrabbit: Clock in (located in the top right corner), write down day plan so you know what is going on. Check if there are any privates through the events calendar (Events drop down menu, from drop down select Calendar – ALL)

Step 9: Gmail: Check emails and respond. If you are having trouble or are uncertain please message your manager or check the system for emails sheet. Do not give out information you are uncertain about

Step 10: Wightmans: from the Wightmans homepage go to account located at the top right side of the page. Next you should be brought to another page, click on voicemail. You should have a page that asks for a number and password. Enter the dens phone number 226-971-1614 and the password: 1614. 

Next in the top left there should be a box saying how many messages there are. Click on it. Messages that have NOT been listened to are in black bold lettering. To listen to the messages you click on that name and number (Be sure the volume is up so you can hear it on both the computer and the web page).

Please write down: Who called, what they are calling for, number, child’s name if given and anything else. Before calling back: get our call back information ready. Write it down so you can follow and not get lost. Leave a message if they do not get to the phone. 

When calling back first thing you say it: “Hi there this is (your name) from Bears Cheerleading” then continue with your message. Feel free to contact your manager with any questions. 

Step 11: Facebook: is used for connecting and staying in tune with posts on social media. Please do not abuse this privilege of communication by spending time on Facebook for non work related purposes. 

Club website: Is an additional information source and is very handy, will answer most of your questions. 

Step 12: Cleaning: Bacteria is mainly spread by touch and therefore cleaning is important. Wipe down the tables, door handles, light switches, bathrooms, railings etc. with a Lysol wipe. Wipes are kept in the main lobby on the table under the communication bulletin boards or upstairs on the table by the ½ wall. Extra containers of Lysol wipes are kept on the bottom shelf in Cyndi’s office.

Email System
Updated June 12, 2019

This system is to be followed for all staff who access the bearsfrontdesk@gmail.com email account. All emails sent to info@cheeronbears.ca are automatically forwarded to the front desk email and a copy is also sent to cyndisbears@gmail.com 

1. Log into the bearsfrondesk@gmail.com account by accessing mail.google.com if you should have access to this account but do not know the password please see your manager
2. Get familiar with all of the folders found at the left side of the screen. The most frequently used folders will be: (please note these are filed by year. 2018, 2019, 2020 etc)

   20xx Athlete Communication (used for emails sent regarding athletes currently enrolled in a program)
   20xx Birthday Parties (communication regarding inquires about or currently booked parties)
   20xx Camp (PD day, March Break, Summer Camp communication and inquires)
   20xx Cancellations/Withdrawals (communication re: stop dates or stopping a program/class/event)
   20xx Events (special events ie. Nerf nights, special clinics etc)
   20xx Fundraisers (any information from Fundraising vendors. Parent communication re: fundraisers should be filed under 20xx Athlete Communication)
   20xx Information Requests (inquiries from nonmembers about program information – not camp related)
   20xx Trials (Inquiries about trials, enrollment in 6 for 69 etc)
   20xx Placement Info (information about the upcoming seasons placements)
   ACE (information about our After School Program)
   Agreement Notifications (the online wavier we are sent through JR when an athlete signs up for a class. These are titled either Agreement Notification or Enrollment Notification. These are “signed” wavers and must not be deleted)
   Fergus Printing (communication regarding any orders sent to Fergus Printing)

1. When you see an unread email in the inbox, open and answer the question being asked. Always start with a polite greeting and paraphrase the main point of the email so the recipient feels acknowledged. Avoid using the auto fill responses suggested by google. Ie. If a parent emails to say Suzy will be sick reply with “I am so sorry to hear that Suzy is sick today. We will miss her at practice but hope she recovers quickly!”
2. Sign every email with your name: ie. Xxxxxx
                                                                     Bears Cheerleading   

This will help establish rapport with customers and help staff to know who was helping with a particular question or client

1. Take action as required. Ie. Notify coaches of absences, record changes to the ACE schedule in the ACE binder, adjust accounts (drop dates, enrollment etc) as required. Rarely there may be an occasion where you are unable to action a particular email (ie. Addressed to a specific staff member that you absolutely cannot help with). In this case, make sure that you mark the email as unread by clicking the 4th icon to the top of the gmail tool bar (an envelope). When you hover above this icon it will say “mark as unread”. You must then make a note on the COI Desk Divas page

Only after you have replied to the client and taken action on the request can you file the email in the appropriate folder (as described above). Under no circumstance may an email be added to a folder without being actioned first. Absolutely every email must be filed appropriately, the only emails in the inbox should be those that have not yet been addressed. 

Hotspots: Opening a Hot Spot in Guelph
Updated December 18, 2019

The Guelph gym is currently using a mobile hotspot for gym related internet access. This hotspot is not to be shared with athletes and/or parents and should only be shared with staff who will be using it to perform gym administration duties. 

1. Locate the black Samsung tablet (7” tablet in a black case. Should be located at either the front desk, or at the speaker in the gym)
2. Wake up tablet by pressing the center button and swiping the screen
3. “Pull down” the main menu and ensure the wifi is TURNED OFF
4. Tap the settings button (gear shaped icon in the top right corner)
5. Go to the Connections menu
6. Tap Mobile hotspot and tethering
7. Turn on the mobile hotspot
8. Tap the mobile hotspot to open the hot spot menu (tap the word, not the button to the right of the word otherwise you will turn the hotspot off)
9. View the hotspot Name (currently SM-T377W8858)
10.  View the password 
11. Go to your own device’s menu
12. Access your settings menu
13. Access your wifi menu and look for the hotspot name
14. Tap the hotspot wifi option and enter the password viewed in the black tablet’s hotspot menu
15. You should be connected

Troubleshooting

Why can’t I connect to the internet?

Check that the data is turned on the tablet

1. Access the settings menu
2. Access the connections menu
3. Tap the Data Usage menu

Ensure that mobile data is turned on

Entering Attendance
Updated Nov 15, 2017

This system will ensure that all attendance is entered properly, allowing Managers to track class enrollment, proper account charges and coaching/staffing requirements. It is critical that accurate attendance is completed promptly for every class. 

Step 1: Open the Jackrabbit program via. www.jackrabbitclass.com

Step 2: Sign in with your user name and password. If you do not know your password click the “Forgot your password” button.

Step 3: From the blue bar at the top of the screen click on Staff Portal and from the drop down menu select Launch Staff Portal.

Step 4: A new window will appear in your browser asking you to select your location from a drop down menu (COI for Fergus, GUE for Guelph). Make your selection and click Launch Staff Portal

Step 5: A new window will appear asking you to enter your user name and password again. Do this and click Login.

Step 5: From the blue bar at the top of your screen select Manage Classes.

Step 6: Select your class from the list of classes displayed by clicking the blue attendance button on the right side of the class name. 

*If you do not see your class listed, check the date at the top of the screen (this will only be necessary if you are entering attendance for a class that did not take place on the day you have logged in. Ie. You missed attendance 2 days ago and need to enter now). If you need to change the date click on the grey bar that says Class Filters and select a new date from the drop down menu. Once your selection has been made click the blue Go button.

Step 7: Click Present or Absent as appropriate beside each athletes name. Your selection will be highlighted in blue. Once all selections have been made click the grey Save button along the top or your screen. 

Step 8: Repeat these steps for each class you coached during that shift. 

What do I do if an athlete is not on my attendance

If you do not have access in Jackrabbit to enroll students write the students first and last name as well as the class they attended on your day sheet and ensure you manager has been notified that a new student needs to be added to your attendance. 

It is the coaches responsibility to follow up on your attendance before the next class to ensure their athlete has been added and attendance is up to date and complete.

If you do have access to enroll students proceed to the next step.

Step 9: In Jackrabbit search for the students name using the Search (Name, email, phone): _______ box along the top of your screen.

Step 10: Jackrabbit will either directly open the athletes file, or provide you with a list of athletes to choose from if there are more than 1 athlete with the same name. Please select the athlete you wish to enroll from the list by clicking on their name. It will appear as a blue hyperlink and bring to you the students file upon clicking their name. 

Step 11: From the Student Summary tab under the Class heading look for their “charging” class. This will be either 6 for 69, 12 month basic, 12 month unlimited, 7 month basic, or 7 month unlimited. Make note of their future drop date for this class found under the future drop heading to the right of the column. 

Step 12: Click Enroll located in the grey bar near the top of the page.

Step 13: Type the class name (or the beginning of the class name. Ie. “12”, “youth”, “Boys”) into the search box at the top of the page and click Search.

Step 14: Locate the class you wish to enroll the athlete in from the list that populates and click the blue hyperlinked Enroll option to the left of the class. If you do not find the class you are looking for refine your search using the drop down menu options at the top of the page (these could include, location, session and/or instructor)

Step 15: In the pop up window that appears enter the Future Drop Date that you noted from the Student Summary tab in step 11 and click enroll. (Only change the Enroll date if you need to backdate the enrollment. Ie. Student was not on the attendance for a previous class that they attended and you are enrolling them after the class took place).

Step 16: Click Close on the Post Enrollment Fees pop up window that appears. The only time you will Post Fees is if you are enrolling the student in a charge class such as 6 for 69, 12 month unlimited, 12 month basic, 7 month unlimited or 7 month basic. 

Your athlete has now been enrolled in class!

Applying Charges
Updated September 23, 2018

Follow these steps if you need to apply a charge to an account (ie. Tuition fees) or if you enrolled a student in a class that requires a charge (ie. 6 for $69) but forgot to “Post Fees”

Step 1: Open the Jackrabbit program via. www.jackrabbitclass.com and sign in with your user name and password. If you do not know your password click the “Forgot your password” button

Step 2: From the Search (Name, email, phone) box at the top of your page search for the account you wish to apply the charge on (confirm you have the correct account by verifying athlete and parent’s name as there are some families with commonly duplicated names)

Step 3: Click the transactions tab. Review recent transactions to ensure that you are not about to apply a duplicate charge. 

Step 4: Click the grey Make Sales/Post Fees button towards the top left of the screen

Step 5: A new window will open you will begin filling out the Post Fees form. 

Type: You must know what type of fee you are posting. Most fees will be “Tuition” (ie. Class fees, monthly charges). Competition fees, event fees, merchandise, membership fees, registration fees, uniform purchase fees etc. all have their own fee “Type”

Category: If you are posting class, or 6 for 69 fees select “Classes”, if fees are for All Star team fees select “All Star”, special events such as Nurf Nights will be categorized as “Event” etc. 

Orig Amount: You must enter the amount before taxes. If you do not know this number google “Reverse HST Calculator” and enter your after tax number into the calculator (ensure you have selected Ontario as it defaults to Alberta)

Discount: Apply any necessary discounts (ie. Sibling discount) 

HST: You must click the box under HST to apply the correct taxes

Amount: Ensure your charge looks correct. If not review the original amount, discount and HST boxes to find the error

Student: Select the student who the charges belong to. This is especially important in families with multiple athletes in the program

Class/Event: If charges are for a class or event select the appropriate listing from the drop down menu. *Note you will only see classes listed that the athlete is already registered for

Note: Include any relevant notes as required

Step 6: Click Save Fee towards the top right of the screen, or Save Fee & Post Now if a payment is also being made

Step 7: Once completed you will be taken back to the transactions window so you can review your newly applied charge

Activities for Ninja Themed Parties

• Cross Canada
• Ninja Obstacle course
  Think lots of things to jump over, jump on, jump from mat to mat
• Floor is Lava
  Take things away, or do an obstacle course while playing Floor is Lava
• Bear Hunt
  Set up mats around the gym, everyone hides behind a mat. The “hunter” sits at the front of the gym and counts down from 10 (then from 9 next round, then 8 etc.) with eyes closed. The hunter yells “Bear Hunt” when the get to 1 and open their eyes, anyone not fully hidden behind a mat is out and sits at the front with the hunter.
• Deck of Death
  Split into 2 group and pull out the large deck of cards. Each suit has a different activity (push ups, squats, a dance move etc.) and the number on the card is how many times you need to do it.
• Jump over a pool noodle at the end of the track
• Hurdle or shoulder roll over the boulder at the end of the track (or jump up onto it and have to stick the landing, or vault over with a toe touch)
• Jump through hoops
  Put the blue hot tub or hula hoops on top of the boulder and athletes have to jump through it

Birthday Clean List

Office Staff:

• Check every garbage
• Lysol tables
• Straighten chairs
• Sweep Floors

Coach Birthday Clean up List:

• Put away balls
• Put way all equipment and matts (fold parachute)
• Turn off stereo
• Make sure mat is clear
• Clean off table top
• Take down decorations
• Pop balloons and throw out
• Garbage is taken out to the dumpster

Staff please make sure every task has been completed before you leave.

Athletes must pre-register and payment will be collected the morning of camp.

Athlete Anniversary Renewal
Updated February 13, 2019

This system will ensure that the same process is used for each new athlete sign up ensuring consistent information and customer experience.

Step 1: Welcome athlete and their family to the gym and offer a grand tour (see grand tour system)

Step 2: Ensure completed waiver is received

Step 3: Enroll athlete in the appropriate 6 for 69 class (Fergus or Guelph), apply charges and accept payment for trial

Step 4: Enroll athlete in any classes they indicated they wish to attend at the time of registration

Step 5: Set up parent portal login. Click on the parent contact hyperlink and enter the provided email address under Portal Login. Click “Reset Portal Password”. Click “Return” and from the menu bar of grey buttons click “Email”. From the template dropdown select “Parent Portal 1”, and select info@cheeronbears.ca as the “email replies sent to”.

Step 6: Take photo of athlete and post to the COI Athlete Tracking Group (Both Locations) with their full name, gym location, drop date and conversion week

Step 7: Create conversion package for each new trial athlete. Athletes name, start date, drop date and conversion week (3 weeks into trial) should be written on a post it on the front of the envelope. Also indicate the coaches for any classes athlete is enrolled in to help track coach letters.

Step 8: Record this information on the 6 for $69 check list and also record drop dates/conversion week on any gym specific trackers