DUET

HJ Project Manager: Grants@hubbardswim.com

About DUET

Hubbard Swim School is partnering with Duet to offer discounted swim lessons to our Grandfamilies!
Based on the Duet intake and available funds, grandparents may be able to receive 3-5 months of swim lessons at no cost!
After grandparents complete their intake with Duet, they are instructed to call the Hubbard Swim School and mention Duet while enrolling.

Discounted Tuition Rate One Enrollment Per Swimmer:

Grant Notice Form

Grant Form used for:

Site, Front Desk or Customer Support Responsibility

Account: Guardian must create an account to allow us to enroll & discount.
Payment: Confirm DUET has approved their participation & a check has been issued for them to bring to the first lesson.
Family Note:
- - Priority: Medium
  - Subject: DUET - student name
  - Comment: DUET 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.

Treat the family as you would any other for all HFSS procedures. If a refund is requested send an alert using the Grant Notice Form.

Front Desk or Site Responsibility

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

Site Supervisor Responsibility

If you are accepting the check don't forget to follow those responsibilities listed for ACCEPTING DUET CHECK.

Do not apply to any balance due yet.

Ledger > New Payment
Payment Title: months the check will cover
Payment Type: 7. Check
Amount: Full check amount
Reference/Check #: DUET Check#### - student it is for - staff initials
Email & Print receipt
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.

*PRO TIP* If there is a balance due: Do not apply any payment at the time you are entering the check.

Responsibilities

- Keywords: Student
- Override: Enter correct amount with no exp date.
- Ledger: Verify funds are applied correctly.

- 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/ DUET template in Grants@
- Alert KDLC when to cut refund checks.

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