Calling all spooky ghosts, ghastly goblins, and pretty princesses! Join us for our annual Trunk or Treat on October 29th from 6-8 pm right downtown Fergus! Kids have an opportunity to dress up in their costumes and trick or treat in a safe, family-friendly environment.
Register early to secure your spot! This event will sell out! No drop-ins will be permitted this year. See you there!
Register by October 28th
Date: 10/29
Time: 6:00-8:00 pm
Cost: $10
Registration Is Now Closed
Please submit the following information to receive the 2020-2021 All-Star Cheer Information Package:
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
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.
Because our programming is facilitated to ensure participants are maintaining the recommended 2-meter distance between each other, mask-wearing is optional for participants.
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.
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.
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 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
Indoor shoes are recommended for daily activities.
All clothing should be comfortable and appropriate for physical activity.
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.
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.
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.
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.
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
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 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.
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 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.
Indoor shoes are recommended for daily activities.
All clothing should be comfortable and appropriate for physical activity.
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.
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.
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.
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.
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.
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.
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.
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
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:
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
This will help establish rapport with customers and help staff to know who was helping with a particular question or client
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.
Troubleshooting
Why can’t I connect to the internet?
Check that the data is turned on the tablet
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
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
