Calendar Entries

Calendar Entries - New Bookings

1. Order is entered to CustomerDB, copy is sent to Customer, saved to Contact Sheets folder, and updated on Calendar.

2. Open the Google Schedule@MadScienceGKC.net calendar;

- check that the item has been transferred to the Calendar. Retry the Send to Calendar function if not.

- check that the Assigned Instructor (if available) is listed as an invited participant.

- check the Instructor's calendar to ensure it shows on the calendar. If not, delete the instructor from the calendar item, save it, then re-enter the Instructor ID.

Event Confirmation Updates

A note should be added to the top of the Order Notes in the CustomerDB. The note should include the initials of the person doing the update, the date of the change, and a short note describing the change.

Calendar entries should be updated for:

Change in status, date, time, charges or location
Significant change in number of children for BP or ICW **
Change is program or any equipment
Change in enrollment numbers
Customer confirmations, updates to take-home or special requests

For ASP and Camps, enrollment numbers should be updated weekly in the CustomerDB. For MS-enrolled programs, check total registered on OLR. For Camps and P&R programs:

Check online calendars for: Blue Valley Recreation, Lawrence Parks and Recreation, Leawood Parks and Rec, Blue Springs Parks, and Olathe Parks and Rec.
Call or email to get updated counts for: Johnson County Parks, Longview CC, Maplewoods CC, Johnson County CC, Baldwin City

Cancellations

When an event is cancelled, update the item in the CustomerDB. If this is a multi-program order and not all programs are cancelled, move the cancelled items to a new order for the same customer, and put the Order in Cancelled status.

If an event is OLR (KU Edwards, St. James, or US Toys):

Check to see if there are any other events within the same time period or that can correlate.
Call and email parents if they want a refund or to transfer their child to another event.

Instructor Assignment

Assignment Factors

These factors are taken into account when making assignments with higher weight given to those factors nearer the top of the list. Specific events may require re-weighting of the factors into order to obtain optimal assignments overall.

1. Customer special request;

2. Special customer arrangements;

3. Experience/qualifications of the instructor;

4. Availability of the instructor at the required time (drive time and required arrival time factored in);

5. Location (minimization of instructor mileage is preferred);

6. Past history with a given location or customer;

7. Training/observation requirements;

8. Instructor preferences.

Confirmations

Instructor responses are monitored 2x per week by Office Communication Manager (OCM).

The OCM will follow up for any negative confirmations to determine the reason and reassign as necessary.

The calendar manager will call and/or leave a voicemail for any instructor who has not confirmed, notifying them that failure to confirm within 48 hours will result in loss of assignment.

On the third business day after notification the OCM will report for reassignment any programs for which the instructor has failed to confirm through the calendar, email or phone.