Scheduling

Gymnastics Supervisors are responsible for creating and managing the gymnastics staff and class schedules. Below are elements to consider when creating schedules, along with general processes for the supervisor's convenience.

Class Schedules

Making the Schedule for the school year

Look at a calendar and last year's dates to determine which days and weeks we will hold gymnastics. Here are some things to consider in terms of dates:

1. 1. - Consider when holidays fall, and when each term starts and ends.
    - Each class needs to happen eight times.
    - KidSpirit programming is closed whenever OSU is closed.
    - Do not hold open gym if there is gymnastics meet on the same day.

2. Things to Consider for KidSpirit families in terms of class times

- - - Parents with multiple children in gymnastics will want their children to come at the same time. There should be a variety of levels scheduled at the same time.
    - Many parents work during the day and will need classes in the evenings and weekends to accommodate their schedules.
    - In the adult/child classes, the children have short attention spans and do not focus well when others are in the room. These classes should be scheduled alone as often as possible.
    - Check room capacity of the gym to establish how many classes can run, how many staff, and at what time
    - Up to six classes can run at the same time for the school year. Classes will need to share events and be diligent about the rotation schedule.
    - Look at 25Live before scheduling, so we have the least interference with OSU classes to ensure that staff will be available to teach. For example, if a gymnastics class is scheduled from 10:30 to 11:30, it will interfere with an OSU class at 10:00 as well as an OSU class at 11:00.
    - Work with PAC to see when they are offering classes in the gymnastics room, this can be seen in 25Live.
    - Base the schedule off of that term the previous year (scheduling for F24 look at F23 & F22) and adjust for what classes were really full (add more at this time), which classes didn’t run, and parent feedback.

Summer Day Camp Gymnastics Schedule

1. Sessions 1-2, Summer Day camp will be scheduled on Saturdays for gymnastics:
2. Avoid scheduling recreational and camp classes from running at the same time:
  1. - Rec should be scheduled in the same way school year is scheduled.
    - Look at the previous summer for assistance.
    - Some levels can be combined if there is low registration for two levels that are the same length. Usually, Levels 1 and 2 are the only classes that end up being combined (other than levels 3 and 4) because they are the same length.
    - Classes run for 8 weeks instead of 9, there is no Rec Session 6
3. Schedule will be included in the brochure. Send a website schedule to the marketing staff responsible for the brochure, and be ready to supply them with whatever other information they might need.

Supervisor Schedule

Things to consider:

- - Supervisors should meet to determine who will be supervising which days, this will be a conversation.
  - At least one supervisor needs to be at Langton whenever classes are going on.
  - The supervisor can teach for part of their supervising shift, but should not be assigned to a class.
  - Supervisors should spend most of their supervising shift in the gym.
  - Supervisors should have about 5-10 hours a week of office hours to get office work done.
  - Supervisors should have some overlapping office hours.
  - Supervisors should find a one hour period once a week for a gymnastics leadership meeting.

Enter supervisor schedules into IL:

For Office Hours:

1.Go to "dashboard" then click "staff management" in the drop down menu.

2.Click "Kidspirit Staff Schedule".

3. Click "shifts" and "+new shift".

4. Name your shift "your name office hours" (ex. Sara Office Hours).

5. Enter the time of the shifts, the department, the location, and yourself under "staff member".

For Supervising shifts:

Add yourself under "staff member" to every class you will be supervising.

Enter the supervisor schedule into the outlook calendar:

Go to the KidSpirit calendar on Outlook.

Create a new appointment for each shift. Make the appointment the staff name and indicate what you are doing in that shift. (ex. Zoey Supervising or Zoey Office Hours).

Rotation Schedule

- 1. Consider:
    - Classes taught on each day
    - When they begin and end
    - Remember that you can run two classes on events, this works best on floor.
    - And how many kids are in each class at each time.
      - For example, plan for an HOH with 12 kids differently than an HOH with five kids.
  2. Refer to previous rotation schedules.
    - Rotation Schedule
      - Make a new tab in this sheet for each term
      - Move the new tab to the front of the tabs in the spreadsheet and update the Spreadsheet title to reflect the year and term.
      - Edit Rotation schedules to fit class schedule
  3. Have the rotation schedule double checked to check for events at the same time, clarity for coaches, etc.

Reserving Rooms

Notify Leadership staff that have access to 25Live to reserve rooms for the term.

- 1. - The office supervisor should be the first person to ask.

Staff Schedules

Staff Availability

Work with other leadership staff to set a deadline for staff to enter next term’s availability in Ideal-Logic.
- Email staff to ask for availability to be entered. To do so, staff will follow these steps:
  - Log into IL > select my KidSpirit Staff schedule > on right hand side enter new availability restriction.
    - - Staff should mark off all times they have class, meetings, clubs, don’t want to work, etc.
      - All weekends that are not marked as unavailable will be assumed to be available.
      - Staff must leave a minimum of three weekends as available for “on call weekends.”
      - Staff should also enter in any one-time availability restrictions, such as mid-terms, finals and appointments.
After the deadline, follow up with all staff who have not entered availability.
Put the staff's pre-requested time-off in the Absent Tracking Sheet which is used to show everyone’s requested days off over the term (not including recurring time off requests such as school hours).

Making the Staff Schedule and Combining/cancelling classes

A Program Schedule will be made every term with all programs in one spreadsheet (see below). You can enter staff into this spreadsheet before entering into IL.
Things to consider:
1. - The number of hours each staff has compared to the amount they requested,
  - The classes they are best at teaching/prefer to teach,
  - Scheduling staff to coach back-to-back,
  - New staff vs. experienced staff,
  - Staff who do other things at KS (archery, office, teach private lessons, supervise, Open Gym, special events, etc.) should not be scheduled for too many hours. Prioritize getting other staff hours since these staff have other sources of hours.
  - How many pre-planned absences do they have on a specific day of the week? If it's more than two they probably shouldn't be scheduled that day.

3. Put gymnastics staff's availability into the correct session's "program schedule" google sheet.

1. - - First put each staff in the bottom of the spreadsheet with the levels they can teach, and the hours they would prefer to have.
    - Then, by put the staffs' name under the "substitutes available" collum for every class they are available to teach and are capable of teaching. If they have a class that ends right before a class starts, put their name in and highlight it in red to note that they might be late.

4. Make sure the enrollment numbers are updated in the spreadsheet.

5. Begin calling and moving gymnasts if necessary.

Keep in mind:
- Kindergym needs a minimum of 3 kids to run. Tiny tots, head over heels, cheer tumbling, and levels 1-4 need a minimum of 5 to run.
- The above is a suggestion. If you have one class overfull, you can have one slightly under-full.
- Classes are no fun and don't help kids build social skills if there is only one kid... and sometimes a few enrolled gymnasts won't show up.
- Try not to combine or close too many classes, you are very likely to get new enrollments within the first two weeks.

6. Choose a staff to teach each class and take them off of the "substitutes available" section for that class and all other classes during that time.

7. Put the schedule into Ideal Logic.

8. Send out a slack saying that schedules are in and asking if there are any questions or concerns.

Entering the Schedule into Ideal-Logic

Go to the current term’s program in IL:
1. - Click on Session Setup > Grouping and Filtering,
  - Under staff, add the names of all of the staff for the term, and remove any old staff.
Switch then to the people tab > Gymnastics Recreational Staff (left hand side).
1. - Ensure all gymnastics staff for the term are listed here-
  - If not, different programs need to be selected in the hiring tab of IL, under the decision tab for each staff.
Go back to the current term’s program.
1. - Click on sessions,
    - - In each session, click on staff > search the name of that class’ coach > add that coach
      - In each session also go to setup > scroll down to the section titled "Staff" > select the staff that will teach that class
Have someone else double check the schedule.

- Check that staff’s classes match with their availability, and that the schedule in the spreadsheet used matches IL.
- Check that each class has the Staff listed in both the Staff tab and the Setup tab.

Substitute Scheduling

Discuss with the other gymnastics supervisors who will be in charge or sub scheduling.
1. 1. - You could assign one supervisor to be in charge of sub schedules or each supervisor could be in charge of the sub schedule for their supervising shifts.
For pre-planned time-off, a sub needs to be found at least one week before the missing shift. So check the time-off spreadsheet frequently.
Check the "substitutes available" collum in the program schedule spreadsheet to find a sub.
If there isn't an available sub based on the information in the spreadsheet, double check Ideal logic to see if there is anyone else who may be able to sub.
When scheduling a sub you want to call them, you will need their verbal confirmation that they are available. Make sure to check Ideal Logic before calling to make sure that they are not busy or otherwise occupied when you call.
Once you have a verbal confirmation put out a message on slack in schedule updates using the following as a template:

Gymnastics Schedule Updates Monday 4/12/1948

Kindergym orange 4-5pm @samualmartin will sub for @mollysnyde

Please React to confirm your schedule

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