NOTICE OF ABSENCE PROCEDURE
Project Manager: GabrielleP@hubbardswim.com
Schedule: Each location monthly during week 3
Embedded Files
Overview
Overview
Automated Email Notification (3+ Unexcused Absences):
Once a student has had their third unexcused absence, iCP automatically sends an email. The message outlines their unexcused absences, provides instructions on how to report absences, request transfers, or drop lessons, and informs them that continued unexcused absences may result in removal from the program.
Monthly Text & Push Notification Reminder:
Monthly, students with three or more unexcused absences also receive a text message and push notification. These communications express that we've missed them and remind them to review the previous email regarding their absences.
Site Supervisor Follow-Up (4+ Unexcused Absences):
Students who reach four or more unexcused absences will be contacted directly by the Site Supervisor to follow up on the prior communications and confirm their intent to continue.
Follow-up details are shared with each site through a location-specific Notice of Absence list. Follow the detailed steps below to complete the process.
Site Supervisor Final Check-In (Next Lesson):
If the student misses their next scheduled lesson following the above outreach, the Site Supervisor will evaluate whether to continue their enrollment or proceed with the drop process.
Site Supervisor Responsibility
Site Supervisor Responsibility
4+ Unexcused
4+ Unexcused
Every swimmer on your unexcused absence list has been sent an email, text, and push notification regarding their unexcused absences.
Your responsibility is to review the swimmer’s attendance and determine whether a follow-up call is needed or if the swimmer has already been contacted and should now be dropped.
Phone Call
Phone Call
Touch base with families after 4+ unexcused absences to ensure everything is okay and confirm whether the current schedule still works for them.
Family Note: Add a note on the family account summarizing the conversation or voicemail message.
Set a reminder to follow up next week: If the swimmer is unexcused again at their next lesson, proceed with the drop process.
Talking Points
We noticed that you have been out for the last # lessons. We are checking to see if everything is ok and if this schedule is still best.
If you are unable to attend next week be sure to report an absence on your app, otherwise we look forward to seeing you next week!
Leaving a message? Provide the same info and let them know we sent them an email as well. We plan on seeing them this week!
Family Notes
Status: Low
Subject: No Show Contact
Body: details of the convo or message
Next Lesson Follow-up & Drop Process
Next Lesson Follow-up & Drop Process
Using the call list from last week, look up each swimmer to check if they attended today’s shift.
If the swimmer attended, cross them off your list — no further action is needed.
If the swimmer did not attend, proceed with the Drop Process outlined below.
Add Family Notes— There is already a note on the account from your No Show Contact, nest your new note under the original using (cont) and detailing they did not attend today and have been dropped.
Drop swimmer as of yesterday for Reason: Unexcused Absences - do not send the drop email from here.
From the Student page, send email template: Dropped from Lessons: Multiple Unreported Absences for [[student_first]].
Adjust the ledger based on drop date with the correct ledger notes
:: 2 Mon 10:30am :: DROP 10/10; unexcused absences
If this is an FBC swimmer, you will email the FBC Point of Contact. See FBC Drop Process.
Project Manager Responsibility
Project Manager Responsibility
3+ Unexcused
3+ Unexcused
Send text and push notification to family and sent info to Sites.
See below process.
Support Team Responsibility
Support Team Responsibility
Email Replies & Notation
Email Replies & Notation
When a family contacts us regarding their absences add a Family Note.
Status: Low
Subject: No Show Contact
Body: paste their email
Data: Unexcused Absences
Data: Unexcused Absences
Pulled by the Project Manager on the third Wednesday of every month.
Email Notice
Email Notice
Automatic
Automatically sent after three consecutive unexcused absences.
iCP Note: If attendance was submitted more than 72 hours after the class ends, no email will be sent. Otherwise, consecutive absence emails will be sent based on the latter of these two values:
- 30 minutes after submitting attendance.
- 4 hours after the class ends.
Step 1
Step 1
Confirm Complete Attendance
Report > Classes > CLA-11: Class Roll Not Taken
Export to XLS or CSV
Step 3
Step 3
Analyze Data
Project Manager will use the Retool Dashboard to add data to the Spreadsheet: Unexcused Absences to Sites.
Step 4
Step 4
Review Student & Notify
From the Student page search each swimmer & add a quick notes to the spreadsheet ex: how many absences, please contact, etc
Send Push & Text
We've missed your swimmer for multiple lessons! Please check your email for details on how to confirm or drop lessons.
Step 5
Step 5
Send to All Sites
Using the Unexcused absences template send information to All Sites
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