Registration
Registration for ACES is set up through Ideal logic.
Marketing registration opening should be a priority before scheduling.
Scheduling and Facilities
How to schedule staff, classes, and facilities is shown in the Scheduling section.
How to reserve Facilities is shown in Facilities.
Staffing
This is listed with Scheduling.
Lesson Plans
All Head Instructors of ACES are required to turn in a Lesson Plan at least one week prior to their ACES shift.
These will be added to a google drive folder labeled (ACES [MM/DD/YYYY]).
If this step is required, the Supervisor MUST take time to review the plans and return them with comments/feedback at least two days prior to the event so that the head instructor can make appropriate changes.
Encourage the staff to utilize past lesson plans on the google drive.
Create the Wrike ACES Days check list for each ACES day.
This will provide an outline for the following steps including scheduling and a suggested timeline.
ACES prep occurs the night before the ACES date. In the event that there is ACES multiple days in a row, some steps may be taken before the first day, but some steps will need to be done the night before every ACES typically by the Office Supervisors and Office Staff.
Prep that should be done first includes:
First Aid Kits.
There should be fully stocked first aid kits, one for each staff, these should be preassigned.
Name Tags. Use Ideal-Logic to print nametags for each participant. This can be done through the Reports menu. Print Junior Beaver nametags on one bright color, and Dam Builder/DK nametags on a different bright color. To cut the string for the nametags wrap yarn around the back of one of the square chairs in the office, cut and tie an overhand knot on the end of the yarn. We use the square chairs because they are large enough for the string to go over a camper’s head but not so large that the name tags hang low enough to be too much of a distraction.
Early Pick-Up Sheet.
An early pick-up sheet will need to be print and taped on the front counter next to the schedule for the day.
This form can be found at \\Cn-share\hhs\kidspirit\Forms & Templates\Office Forms/ Early Pick-Up sheet. Just copy and paste one of these forms into another excel chart. You only need ONE sheet.
Check in/Check out signs.
If the signs and sign holders are not in Langton 126, they can be found in the equipment room or marketing room.
The equipment room requires a master key or the orange G key to open.
Tables for Check-In.
You will need two of the 5ft. long tables for Check in and Check out. If tables are not in Langton 126, they are located in the equipment room.
Schedules.
You will need to print out copies of the most recent schedules. Make sure that these schedules have all the correct staff in cases of substitutes.
One schedule will go on the black bulletin board in the office, one on each leadership staff's clipboard, one in each of the master binders found on the back counter, and one on the front counter next to the early checkout sheet.
Room boxes.
There should be a box of basic supplies in each room being used.
This box should include scissors, glue sticks, colored pencils/crayons, paper, and any other basic supplies that may be needed, or could be used for filler time if a class arrives early.
These kits are stored in the marketing office on non-ACES days. They will need to be moved over for the ACES day, and then refilled and returned to the marketing office at the end of the day.
File Sort.
The payment dues and no signature for consent report will need to be printed from Ideal Logic.
Once printed they need to be cut and attached to the camper's name tag for check-in. The tabling staff will need to ask the guardians to go to the office table to get their registration sorted before the day starts.
Prep that should be done at the end of the day prior to an ACES day includes:
Check registrations on Ideal-Logic.
Contact any families who have registrations in progress and help them complete or cancel their enrollments.
Attendance Sheets.
Use the Ideal-Logic Actions section to create attendance sheets and special concern packets for each group (this part will be printed with staff packets and the schedule must be approved by the Director before printing can begin).
Each camp counselor and HI receives one set of these sheets to put on their clipboard.
A copy of the attendance sheet and the special concerns sheet must be added to the master binders on the back counter.
Clipboards.
There are clipboards for each staff. Some staff might already have a clipboard in their cubby, new clipboard can be found in the marketing office. Each clipboard should have the following, in order from top to bottom:
Two blank hero notes
Staff packet
Leadership packet (if leadership)
Camper special Concerns
Group sign
Respect sheet
Attendance sheets
Blank behavior and incident forms
Check-Out Clipboards.
After you print out the 12:00 and the 4:30 check out sheets, they can be placed on the AM Check-out and PM Check-out Clipboards, accordingly.
These are the same clipboards used in the summer and are located on the back of the green side wall in the office on nails.
** When there are multiple ACES day in a row, the prep is similar to above. The prep that can be done early in the day for a single day ACES can all be done on the first prep night for multiple days. Just remember when doing this that if any child registers late for the successive days, a name tag is made, and their name is added to the appropriate attendance sheets. They also must be added to the appropriate special concerns, including all information that is necessary to know about them. The prep listed above that should be done the night before every ACES day. This, again, is because children may register late, as well as children may not be coming for all the days so the attendance and check out sheets will differ.**
Prep that should be done the Day of an ACES day
The Special Events Supervisor will not always be the Supervisor on duty.
It is important that the Special Events Supervisor to leave anything that will be helpful for the Supervisor on duty to run ACES efficiently.
The On –Duty Supervisor will ensure that all staff are present and on time for their scheduled shifts.
Any staff or supervisor that is late or does not show up for their shift will result in a Write-Up.