AZ FRIENDS OF FOSTER
HJ Project Manager: Grants@hubbardswim.com
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About Arizona Friends Of Foster
About Arizona Friends Of Foster
HFSS has graciously partnered with the AZ Friends of Foster Children Foundation (AZFOF) in providing discounted swim lessons. See Camp Hubbard for AZFOF info.
Families MUST already be approved by AZFOF to enroll swimmers into class - see below FAQ for further details.
Levels not eligible for discounted rate: Semi-Private & Private.
Email Using AZFOF Funds for swim lessons is available in iCP to send families inquiring about the process.
Discounted Tuition Rate One Enrollment Per Swimmer:
Group: $60/mo for 3 months Check Total: $180
Special Needs: $60/mo for 3 months Check Total: $180
Clownfish: $92/mo for 3 months Check Total: $276
Baby Splash: $40 one-time fee
Flat rate, no sibling discount.
Note: Checks must be accepted within 60 days of the issue date. After that, AZFOF cancels the check, and the funds will not be available. HFSS is unable to accept checks after 60 days from the date the check was issued.
AZFOF ENROLLMENT & DROP
AZFOF ENROLLMENT & DROP
Site, Front Desk or Customer Support Responsibility
Enrollment Process
Enrollment Process
Account: Guardian must create an account to allow us to enroll & discount.
Payment: Confirm AZFOF has approved their participation & a check has been issued for them to bring to the first lesson.
Family Note:
Priority: Medium
Subject: AZFOF - student name
Comment: AZFOF approved & bringing check to 1st class
Enroll & Create Ledger:
Amount: Enter the discount amount If there is only 1 lesson left in the month we will comp it and start charging next month.
Due Date: first class date
Submit Grant Notice Form This is crucial to communicate with the Grant Coordinator to monitor.
Send AZFOF Funds Process email
From the family page select the family
Click the envelope for the email icon
Send "Using AZFOF Funds for swim lessons"
Note: Checks must be accepted within 60 days of the issue date. After that, AZFOF cancels the check, and the funds will not be available. HFSS is unable to accept checks after 60 days from the date the check was issued.
Drop Process
Drop Process
Treat the family as you would any other for all HFSS procedures. If a refund is requested, if the swimmer is returning to the bio family or no returning to lessons send an alert using the Grant Notice Form.
ACCEPTING AZFOF CHECK
ACCEPTING AZFOF CHECK
Front Desk or Site Responsibility
Note: Checks must be accepted within 60 days of the issue date. After that, AZFOF cancels the check, and the funds will not be available. HFSS is unable to accept checks after 60 days from the date the check was issued.
Policies: Verify policies have been accepted. If not accepted, asked the guardian to log in to accept while at the Front Desk.
Check: Write the student's FULL NAME on the memo area on the check. This is important otherwise, we have no idea who the check is for!
Submit Grant Form (button located above).
Check: Hand check to my Site Supervisor to enter the payment & to complete additional tasks.
*PRO TIP* Biological children need a credit card on file. This allows the Direct Debit to run accurately. You can add this information to the family note.
ENTER AZFOF CHECK
ENTER AZFOF CHECK
Site Supervisor Responsibility
If you are accepting the check don't forget to follow those responsibilities listed for ACCEPTING AZFOF CHECK.
Do not apply to any balance due yet.
Note: Checks must be accepted within 60 days of the issue date. After that, AZFOF cancels the check and the funds will not be available.
Ledger > New Payment
Payment Title: No change
Payment Type: 5. Check
Amount: Full check amount
Reference/Check #: AZFOF Check #### - student it is for
Initial the check in the top left corner to indicate it has been handled by you.
Drop the check with the receipt into the safe. The check is deposited by GM with bank drop.
GRANT COORDINATOR
GRANT COORDINATOR
Responsibilities
New AZFOF Swimmer
New AZFOF Swimmer
Keywords: Student
Override: Enter correct amount with no exp date.
Ledger: Verify funds are applied correctly.
Email: Confirm "Using AZFOF Funds for swim lessons" email has been sent
Communication
Communication
Send email alerting parents when it’s time to request more funds (the week after a DD when they are at $0).
if check is for the wrong amount communicate w/ AZFOF template in Grants@
Alert KDLC when to cut refund checks.
The Hubbard Way - FAQs
The Hubbard Way - FAQs
What if a swimmer's name changes?
Occasionally, for privacy reasons or following adoption, a child's first and last name may change. If a student changes their name, please nest it with the family note "AZFOF Approved" and comment both the old first and last name and the new first and last name.
How are funds requested from AZFOF?
Online Application: Parents apply for funds through the online application. They will be asked to provide their caseworker’s contact information, but no supporting documentation is required, as AZFOF already has an established relationship with our program.
Caseworker Verification: After receiving a complete application, AZFOF will contact the caseworker to confirm the child’s foster care status. If the caseworker does not respond, the funds cannot be approved, which is particularly heartbreaking as it prevents the child from participating in activities.
Committee Review: Once the caseworker confirms the child is still in foster care, the application is presented to the committee for approval. The committee has never turned down a funding request.
Funding Duration: AZFOF can fund up to 3 months of lessons at a time.
Additional Information: You can also send the AZFOF Funds Process email from iCP for more details.
What if a Foster Parent contacts us first before confirming funds with AZFOF?
Our contact at AZFOF suggested that we do not enroll and carry balances if the family has a non-responsive caseworker and the funds never get approved.
If they want to secure the spot before receiving approved funds, book the spot. They can pay out of pocket initially, and once they contact AZFOF and complete the necessary steps, the approved funds will be applied to future months. Please note that AZFOF does not reimburse for payments made prior to receiving approval—funds will only be applied to future months, not retroactively.
Send the family the AZFOF Funds Process email from iCP.
How does receiving an AZFOF check work?
After the approval vote, AZFOF cuts a check to the caregiver (checks are cut weekly). Caregiver then brings the funds to HFSS to be applied.
How does a family request a renewal from AZFOF?
Parents should contact AZFOF when funds are nearing expiration. They can renew their funding up to 3 times without any issues. After that, a new application must be submitted so AZFOF can verify the child’s continued foster care status.
What if there is more than one child on the account?
Multiple foster children: Each foster child must have their own separate check. Funds cannot be shared between siblings. If one child’s caseworker does not respond to AZFOF, we cannot issue payment for that child, which could result in a shortfall for another child. In such cases, we may offer a scholarship to help cover the cost of lessons for the child not receiving payment assistance due to their caseworker's lack of response.
Bio child(ren) & foster child(ren): A credit card must be on file for the bio child. Additionally, please make a note in the family account identifying which child is the bio child for our records.
What if a child does not use all the AZFOF funds?
Per the Foster Parent's request, upon withdrawal, if the child does not use up all the funds, we will issue a refund check back to AZFOF. Submit the Grant Notice Form to start the process (button located above).
Why do AZFOF families pay the same tuition every month?
Families pay a lower "Flat Discounted Rate" during their AZFOF enrollment. This rate is not dependent on the number of lessons attended (aka mid-month enrollment/drop), and it is not discounted even deeper for closures or sibling discounts.
The Hubbard Way: If they are enrolling in the last lesson of the month, please comp this lesson. HFSS wants to make the most of their funds and give them their first full month paid through AZFOF.
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