HUBBARD SCHOLARSHIPS

HJ. Project Manager: Grants@hubbardswim.com

About Hubbard Scholarships

HFSS provides a finite number of scholarships for families needing financial assistance.
If a parent expresses financial concerns to you, suggest they speak to their Site Supervisor and give the Site a heads-up.
Best Practice: We do not want to say, "Talk to your Site about a Scholarship," as this could potentially put the Site in an awkward position.
The Scholarship Committee can take 4 weeks to notify the family of the results.
Scholarships are not backdated but will go into effect for the upcoming billing month once approved.
Levels not eligible for a discounted rate: Clownfish, Semi, Privates, or Special Needs.

Grant Notice Form

Grant Form used for:

Enrollment notice

Providing A Scholarship Application

Sites or Customer Support

Locate Family
Select Family
Select Email or Text
Select Template: Scholarship Application The template is available to copy & paste if they have not made an account yet - Best practice is to send through iCP
Send

Talking Points:

1. Scholarships are not guaranteed.
2. Typically, reserved for currently enrolled swimmers needing financial assistance.
3. Typically, it's a minimum contribution of $55/child/mo (50% reduction!)
4. Results will be delivered via email within four weeks of receiving their application.

Receiving Scholarship Application Process

1) Customer Support

Upon the application being submitted, the email listed by the applicant will receive a confirmation thanking them for their application, reminding them it will take up to 4 weeks to get results and a copy of their application.

If the family does not have an account, please tell them an account needs to be set up before we send their application for review. Ask them to set up an account at the appropriate location and reply once their swim account has been created to continue the application process.

Family Note - Medium
- Subject & Comment: Scholarship Application Submitted fwd to Site name
Email forward to correct "Scholarship Committee"
- Fill out the Customer Support Section
- Forward to the correct Site if currently enrolled or the GM if not enrolled

2) Site Supervisor

1. Complete the Supervisor Review section with your recommendation if we grant the request.
2. Things to consider:
  1. - Understand why they are in need.
    - How's their attendance? Are their absences excused or unexcused?
    - Are they grateful and nice to the staff?
    - What have past interactions been like with staff?
    - What is their relationship with HFSS?
    - How long have we been helping them?
    - If they missed renewing in time, why? Has this happened before?
3. Forward the application to your GM as soon as possible for further review. Remember, we expect them to receive results within the next four weeks, and you need to allow time for your GM and Grants to review the application.

Site Supervisor: You are the information gatherer. You know the family, so if you need more information, please communicate with them in person or call them.If you need to leave a message, provide the family with the best way to reach you. To allow direct contact, it is recommended that you send them an email so they can reply to questions or set up a phone call with you. Another option is to leave your direct number so they can contact you.

3) General Manager

1. Review the application
2. Complete the GM Review section.
3. Forward the application to Grants to communicate and note results.

Note: If the family is not currently enrolled, the application will be sent directly to you to complete the Supervisor Review and GM sections.

Scholarship Approved - Enrollment & Drops

Front Desk, Sites or Customer Support

Enrollment Process

Family Notes: Review notes for scholarship approval, amount & expiration (email communication can be viewed in family account)
Enroll & Create Ledger:
- Amount: Enter the approved amount. If there is only 1 lesson left in the month, they can pay full price for the single lesson or the scholarship amount.
- Submit Grant Notice Form! It is crucial to communicate with the Grant Coordinator to monitor this.

Drop Process

Treat the family as you would any other for all HFSS procedures. Families pay a lower "Flat Discounted Rate" during their enrollment. This rate is not dependent on the number of lessons attended/available (aka mid-month enrollment/drop).

Grants Coordinator

Responsibilities

Approved Scholarships

Use the Scholarship Form received from the GM
Apply Override amount and expiration
Create/edit ledgers as needed
iCP Email: Scholarship Award Details (Expires mm/dd/yyy)
- Subject: add expiration
- Scholarship Details: add student(s), amount and expiration
- Copy above info to paste in family notes
- Send
Family Notes - Medium
- Subject: SCHOLARSHIP ---- EXP mm/dd/yyyy
- Comment: paste student(s), amount and expiration. If available add GM comments on the decision.
Reply to the Scholarship Form to inform GM of completion.

Declined Scholarships

The Hubbard Way - FAQs

How does a family know the results of the application?

They will receive and email from grants@hubbardswim.com letting them know of their approved amount or if we are unable to provide assistance.

Why do scholarship families pay the same every month?

Families pay a lower "Flat Discounted Rate" during their scholarship. This rate is not dependent on the number of lessons attending (aka mid-month enrollment/withdrawal) and it is not discounted even deeper for closures or sibling discounts.

How does a family request a renewal?

Families must complete a new Scholarship Application updating us on their financial situation prior to expiration to keep from being billed a full month. All Scholarship Applications go through the same process.

What if a family forgot to renew and were charged a full month?

It is the Site's responsibility to decide the next step. 1) Have the family pay the amount due for the current month. 2) Dis-enroll until the results are in 3) Provide a Financial Hardship Adjustment while their application is being processed.

How do I know if a family has a scholarship?

Review the Notes. KDLC notates their application details as well as the confirmation email sent stating the terms.

Can a scholarship family drop from lessons for a bit then re-enroll with the scholarship?

The scholarship is valid for the "term" - whether they are enrolled in lessons or withdraw. If a family needs to withdraw they are welcome to do so and can re-enroll at a later date using their scholarship rate if it is before the expiration date.

Can a swimmer enroll in two classes?

Scholarship are only honored for one class per week. If family can do two lessons a week at the scholarship rate or one lesson full price then they do not need a scholarship to help with temporary financial strain.

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