In the mail room, there is a set of cubicles, one marked as KidSpirit/Karen Swanger, where mail is received. Jenn often brings the KidSpirit mail to the office and places it in the “incoming mail” slot on the back counter. Once mail has been brought in, it needs to be sorted. It is important to take the time to handle the mail the day it comes in so that deadlines are not missed and responses are efficient. Below is a list of a few common pieces of mail and how to process them:
Invoices: when an invoice comes in, it needs to be handled using the process outlined on the Processing Invoices link under Financials on the previous web-page.
Donation Requests: requests for donations should be processed using the process outlined on the Gift Certificates link under Financials on the previous web-page. Research if we've participated with inquirer before, and then confirm with Karen if a donation should be given.
Checks: If the check is from a family to pay for their registration, then the payment should be run through the register via the standard method for processing check payments. If the payment is a donation that should be deposited at Foundations, then the process described on the Deposits for Foundations link under the Financials web-page needs to be followed.
Advertisements and Catalogs: Generally these can be recycled, but we also keep them for art crafts - stored in Langton 126. File them under the corresponding topic, located on the metal bins in Langton 126, and sort accordingly.
It is important that the fish are not underfed or overfed, so that the tank can stay clean and the fish can stay healthy. Each morning, the filter should be turned to “-” before feeding the fish, and turned back to “+” after about five minutes of feeding time. Make sure to feed the fish both flakes (1 pinch the size of a quarter) and a shrimp pellets (4-5). Be weary of the pellets; they make the tank dirty. Also, don't leave the lid open for very long. Karen says we've had fish jump before.
Once a week, additional work is required to keep the fish tank clean and healthy.
Cleaning the tank: Description inside the fish tank table drawer.
Refer to the KidSpirit Email section within the Google Site (one page before here).
In order to keep formal attendances records for gymnastics, all attendance taken in the Gymnastics Binder is transferred into Ideal-Logic. To enter attendance on Ideal-Logic:
Go to the dashboard for the current term of gymnastics
Go to the “Sessions” tab and filter to find the class that corresponds to the attendance sheet
Click the “Attendance” tab on the sidebar and press the “Take Attendance” button. If there is no “Attendance” tab, see below.
If there is not an attendance tab, open up the “Setup” tab and scroll down to “Session Options” then select the “Attendance” box and select “Group Attendance (default)”
Change the date to the date the class occurred. Add a title named the class number, “-”, your initials (example: 4th class - MM). Check the attendance box for each child who was present at class, and then press “Commit Attendance Report.”
Sign IL and your initials underneath the class date on the physical attendance sheet
If there are any makeups written on the attendance sheet in the list at the bottom, these must also be entered. Go to the class that the child is actually enrolled in and press “Take Attendance.” Rename the attendance to say makeup, the child’s name, and the class the makeup occurred in. Commit the attendance report and sign your initials on the line underneath “entered in IL” on the attendance sheet.
Repeat this process for all attendance sheets for assigned class day.
In order to keep formal attendances records for archery, all attendance taken in the Archery Binder is transferred into Ideal-Logic. To enter attendance on Ideal-Logic:
Go to the dashboard for the current archery program
Go to the “Sessions” tab and filter to find the class that corresponds to the attendance sheet
Click the “Attendance” tab on the sidebar and press the “Take Attendance” button. If there is no “Attendance” tab, see below.
If there is not an attendance tab, open up the “Setup” tab and scroll down to “Session Options” then select the “Attendance” box and select “Group Attendance (default)”
Change the date to the date the class occurred. Add a title named the class number, “-”, your initials (example: 4th class - MM). Check the attendance box for each child who was present at class, and then press “Commit Attendance Report.”
Sign IL and your initials underneath the class date on the physical attendance sheet
Repeat this process for all attendance sheets for assigned class day.
Refer to the Finances page on the Google Site (two pages back).