Archiving each program's paperwork is an important way to keep record of what happened so that we can reference it if issues arise or for future planning. It is important that all documents are organized and named exactly as listed below so that information can be found efficiently if needed.
Sorting - Swimming
Grab the archive folder in the archive bin in the back counter. Ensure that all papers with notes are checked that the change from the note has been put into Ideal-Logic. Once you confirm it has, make and highlight a note on the paper that says "In IL, the date you confirmed, your initials" . Sort all papers by level and then by day and time. The papers MUST be sorted in the order listed.
Pre-Pollywog
Put them in order by day of the week (with Sunday as the end of the week).
Start with the earliest day and time's check in, check out, then the progress report. If you had to reprint a page, then put the original page on top and the newer page underneath.
Pollywog 1
Put them in order by day of the week (with Sunday as the end of the week).
Start with the earliest day and time's check in, check out, then the progress report. If you had to reprint a page, then put the original page on top and the newer page underneath.
Repeat this process for each Pollywog level, then do the same for each Level 1-6 in numerical order. Don't forget to do private lessons. You will do these last.
Sorting - Gymnastics
Grab the archive folder in the archive bin in the back counter. Ensure that all papers with notes are checked that the change from the note has been put into Ideal-Logic. Once you confirm it has, make a note of (In IL, the date you confirmed, your initials). Sort all papers by level and then by day and time. The papers MUST be sorted in the order listed.
Head-Over-Heels
Put them in order by day of the week (with Sunday as the end of the week).
Start with the earliest day and time's check in, check out, then the progress report. If you had to reprint a page, then put the original page on top and the newer page underneath.
Tiny-Tots
Put them in order by day of the week (with Sunday as the end of the week).
Start with the earliest day and time's check in, check out, then the progress report. If you had to reprint a page, then put the original page on top and the newer page underneath.
Kinder-Gym
Put them in order by day of the week (with Sunday as the end of the week).
Start with the earliest day and time's check in, check out, then the progress report. If you had to reprint a page, then put the original page on top and the newer page underneath.
Repeat this process for each Level 1-4 in numerical order. Don't forget to do private lessons. You will do these last.
Scanning and Saving
Now that the papers are sorted, scan each set. To clarify, there should be a stack for each level, sorted by day and time.
To scan, put one level's full stack onto the scanner tray faceup with no staples left in the papers. Press scan and send it to the KidSpirit inbox. You should then be able to find these under the "copier emails" tab in the KidSpirit Outlook.
Go to the Brain>Archive - Current Programs Archive>Aquatics or Gymnastics Archive. If there is a folder for the current term and year use that. Otherwise, create a new folder named “Term Year Aquatics or Gymnastics.” Inside of this folder, create a folder named “Month Date Aquatics or Gymnastics.”
Save each of the documents in this folder with the following names:
Aquatics:
Pre-Pollywogs
Pollywog 1
Pollywog 2
Pollywog 3
Level 1
Level 2
Level 3
Level 4
Level 5
Level 6
Private Lessons
Gymnastics:
Head-Over-Heels
Tiny-Tots
Kinder-Gym
Level 1
Level 2
Level 3
Level 4
Private Lessons
Delete the documents out of the copier inbox on outlook and return the papers to the archive folder and place back in the archive bin. Check the task off the checklist.