DROP ENROLLMENT

Drop Reasons

Overview

Once a drop notice is submitted the class is released and available to others. Monthly Tuition will be charged based on the end date.

📽️ Drop Process

Step 1

Drop Date

Submit the final class that will be attended by clicking the drop caret.

Ex: This swimmer swims on Mondays & wants to drop before October. We will select the final Monday of the month as their final class.

Note: Drop emails cannot be sent through the Edit pencil. It must be done with the drop caret to select the email sending option.

Step 2

Drop Reason

Select the appropriate reason.

Step 3

Drop Note

Enter a drop note if needed.

Best Practice! It is important to provide an accurate Drop Reasons & Notes for us to view at a quick glance through reports. If the note is important to be aware of for future interactions it should also be added to Family Notes for easy viewing.

Step 4

Send Notice

Check Send Drop Email > Save & Close

The Hubbard Way

See website FAQs for guidelines.

We ask for a 2 lesson notice to drop classes for scheduling purposes and to allow correct billing. HFSS is not issuing refunds for cancellations resulting in a credit. Don't forget to adjust ledgers as needed.

Purpose of a 2 lesson notice:

- It allows HFSS to plan ahead for staffing, class management and the waitlist.
- When submitted before the Direct Debit it allows the correct amount reducing the number of adjustments, credits & refunds.

The thought:

- Flexibility is important. We waive the 2 lesson notice often & waive it freely.
- Typically, adjusting the drop date to align with the end of the month simplifies the process.
- If the drop date creates a credit on the swim account, this swim credit will be available when they enroll in the future. HFSS will not issue a refund.

How to say it:

Your swimmer is enrolled until you submit a minimum 2 lesson drop notice through your Portal. If your drop date falls within the current month any remaining lessons will be placed on your swim account and will be applied toward any future enrollments.

The More You Know

- The Customer Portal limits the drop date to at least 14 days from today. We say 2 lessons to make it simple.
- Baby Splash can cease classes at anytime.
- We are unable to hold/freeze/pause lessons. Families have two options:
  - OPTION 1: Keep the current enrollment. Continue to pay tuition for the swimmer’s spot while they are away, report absences through the Portal to keep attendance up-to-date and accrue Makeup Tokens (if eligible). Upon return makeups can be scheduled based on availability. See Makeup FAQs for guidelines.
  - OPTION 2: Submit a drop request through the Portal. We ask for a 2 lesson notice to ensure correct billing. Canceling lessons is permanent and will release the swimmer’s spot. If notice is provided after the first business day and your drop date falls within the current month, any remaining lessons will be placed on your swim account and will be applied toward any future enrollments. (HFSS is not issuing refunds)
- Critical thinking may be needed to determine the appropriate drop date.
  - If a 14-day is submitted and the date does not match the swim day then HFSS will select the swim date & day that is 2 lessons out from today.
  - If notice is submitted at the end of the month, but the date submitted does not match swim day HFSS will move the date to the final swim day in the month. This could be less than 2 lessons, but we are going to give the pickle and drop at the end of the month to prevent next month's billing.

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