Due to limited space in the gymnastics room, there is not enough space for all guardians to watch class every week. We have implemented a guardian viewing day where every class has one day in the term where guardians are allowed to come in and watch the class. Here are some guidelines on how to facilitate this as a supervisor:
After registration has closed, you will need to adjust the guardian viewing schedule to delete classes that have been cancelled to make the viewing days as condensed as possible. We usually schedule viewing days in the last 3-4 weeks of the session. Here is an example of the Fall 2023 guardian viewing schedule
Once the viewing schedule is correct, staff will email their classes to notify them when their viewing day will be. Guardian viewing email template
When guardian viewing days start, at the beginning of the week, send those reminder emails again to guardians to remind them that it is their class to come in and view as well as to go over the guidelines.
This can be done on the Friday before the Monday classes start. You can send the Monday and Tuesday emails on Friday, and then the Wednesday-Saturday emails during the week when you are in the office.
You will also need to send a Slack on the gymnastics general channel that lists all of the classes that have viewing that week. Make sure to tag the coach teaching the class as well as the supervisor on duty that day. Below is an example of a Slack to send.
Hi gymnastics staff!
Classes that will have guardians viewing this week (mm/yy - mm/yy)!
Monday (date) @supervisor
Level 1 Red 4:00-5:00pm @coach
Tuesday (date) @supervisor
Wednesday (date) @supervisor
Friday (date) @supervisor
Saturday (date) @supervisor
Level 1 Blue 9:00-10:00am @coach
Level 1 Blue 10:15-11:15am @coach
Level 1 Blue 11:30am-12:30pm @coach
Remember to be engaging and have fun! Please reply in this thread if you have any questions.
Please react once you have read this message.
When guardians arrive on their viewing day, have them wait with their gymnast on the wall until it is time to go upstairs to the gym.
To minimize traffic entering the gymnastics room, the supervisor will keep guardians downstairs after gymnasts have gone up to the gym.
The supervisor introduce themselves will go over the rules for guardian viewing downstairs in the hallway
Please stay in the designated seating area (if you cannot see your gymnast, give them permission to stand up and walk to an area where they can more visibly see their child -- but they must stay on the black carpet)!
No photos or videos due to not every child having a photo consent form signed.
After class, they can spend 5-7 minutes in the gymnastics room where their child can take them around the gym and show their guardian what they have been working on throughout the term. Photos and videos are permitted during this time. Guardians must take their shoes off when on the floor and equipment.
Up to two guardians are allowed to view during guardian viewing due to the room capacity and limited seating area.
It should be made clear that if a sibling must sit in during guardian viewing, they must remain in the carpeted area and sitting. They are NOT allowed to play in the gym; they have not signed a waiver to go on the equipment.
Direct them to yourself or one of the coaches for any questions.
Lead them upstairs to the gymnastics gym to find their seats.
Gymnastics Supervisor is expected to be professional at all times when interacting with staff and parents. Expectations of professionalism include:
Being on time.
Thinking ahead and being proactive.
Modeling appropriate behavior for coaches.
Presenting KidSpirit and the gymnastics program in a positive light.
Putting the customer (the parents and gymnasts) first in all interactions.
Taking and implementing feedback promptly.
Giving feedback to coaches and other staff.
Being polite, courteous, and friendly to coaches, gymnasts, and parents.
Upholding KS’s policies when working with coaches.
Communication as a gymnastics staff is so important! All communications should be clear, concise, and assume positive intent! Here are some people that it is important to communicate with as the gymnastics supervisor:
Parents
Parents are the most important people to communicate with about our program. When working with parents:
Always listen to their concerns, stay curious!
Do not argue or try to refute any constructive feedback they might give
Try to learn their names and their gymnasts’ names
Ask for their opinions and feedback on the program
Be clear
If you can’t answer their question, find someone who can!
Encourage staff to interact with parents in the same way
Have announcements to give to all of the parents at the beginning of the classes. This builds a pattern that they are waiting for you to make these announcements about the program. Announcements should cover:
Upcoming events for the term - exhibition, showcase day, special events, etc.;
New registration options - ACES, next term of gymnastics;
Reminders about policies - make-ups, keeping space clear, ensuring gymnasts have proper attire, etc.; and
Reminders about ongoing programs, such as open gym or birthday parties.
Director/Program Assistant (Karen)
Approve and suggest new ideas for the program
Address concerns with staff or parents
Help manage long term tasks and projects
Should be a part of the weekly gymnastics leadership meeting
Other supervisors
Have other program supervisors assign tasks to office staff to support gymnastics program.
Be sure to maintain clear communication between Gymnastics Supervisors and schedule times where multiple supervisors are working in the office so you can touch base and delegate tasks that need to be done.
Office staff
Be clear with what you need their help with.
They are here to support the program, but need your guidance in order to do so.
Make sure that you let them know the policies on make ups and how to effectively record make ups in the (1) make up outlook calendar, (2) the physical attendance sheet, (3) Slack in gymnastics general (tag coach and supervisor) , and (4) Ideal-Logic
Don’t be afraid to ask them for help on office-related tasks.
Double-checking attendance
Printing
Registrations
Coaches
Build a rapport with your coaches so that they are willing to go to you for anything.
Be available!
Follow through when you say you’ll help them with something-
Offer more support than they say they need or you think they need.
Don’t complain to them about your tasks, but make sure that they understand what sort of consequences their actions might have for others.
Use assertive communication always.
Provide feedback consistently on their teaching to help them be better coaches and support them in implementing feedback.
Building manager
Help with maintenance in gymnastics room.
Name & contact info is in Outlook contacts tab under “Langton Building Manager Information.”
Vacuum floor, clean mirrors, replace light bulbs, restock soap, etc.
PAC Department Head
Coordinate schedules for gymnastics PAC classes.
Ensure all PAC coaches have appropriate certifications.
Coordinate for JV financial transfer of PAC classes.
Ask Gymnastics staff who is interested in possibly teaching PAC. Be sure to take into account their experience level with Gymnastics, coaching and spotting.
Gymnastics Club
Contact info varies by club leadership, but club email is in outlook.
Contact about proper room use, other concerns, possible partnerships.
Since COVID, the gymnastics club has not used our gymnastics room.
Looking to the Future: Considering the next Gymnastics Supervisors
Here are some qualities specific to the gymnastics supervisor that you should look for in new supervisors. Supervisors should always be considering who will replace them and training new supervisors. It takes about 2-3 terms for a new supervisor to be completely trained, so consistently be working with the director to think about new supervisors. Not all of these are necessary to make a good supervisor, as many of these skills can be built along the way!
Knowledgeable about gymnastics and coaching technique
Flexible
Willing to ask lots of questions
Self-motivated and self-directive,
Interest in and dedication to the KidSpirit programs
Takes initiative
Works well with parents
Is professional
The gymnastics supervisors are responsible for the maintenance of the gymnastics room. However, every coach and staff member who uses the gymnastics room is responsible for the room in the moment. The following are elements to consider when maintaining the room and its safety:
Restocking the first aid kit (see appendix for list of First Aid supplies)
Ensuring that all the equipment is safe and presentable
Ensuring that the equipment is put away properly by both the KidSpirit staff and others that use the Langton 310 gymnastics room
Ensuring that the cubbies are staying cleared out, and taking any left over items to the lost and found
Cleaning all of the mats in the gym at least once a term during the school year and once a session during the summer with cleaning spray
Cleaning the mirrors
Vacuum the gym at least once a week
There are bags for the vacuum in the black cabinets behind the door to the office
Opening and closing the windows when necessary
Maintaining the bulletin boards in the gymnastics room with upcoming events and staff biographies
Communicating with the Langton building manager about burnt out light bulbs
Communicating with the Langton building manager if the floor is not being vacuumed appropriately
Ensuring that there are keys available for staff to get into the gymnastics rooms to teach classes
Communicating with the Langton building manager about when the heater is malfunctioning
Turning on and off the heat when appropriate
Keeping all fire exits clear
Locking the gym when classes are not in session
Room Maintenance Check In and Out Sheets
A check-in and out system is used by all parties that use the gymnastics room to ensure proper maintenance of the room.
Daily check in and outs
PAC Gymnastics coaches should do them at the beginning and end of classes,
The gymnastics club should complete them at the beginning and end of meetings,
KS coaches should complete them at the beginning and end of a rec gymnastics time period (ex. Monday nights at 4pm when classes begin and the check out at 7:20pm when classes end).
Weekly check in and outs
Completed by the supervisor or the first coach in the gym that week at the beginning of each week to ensure all equipment is in proper condition.
Term check ins
Completed by the supervisor each term to do a more thorough evaluation of the equipment in the room and it’s safety.
While programming under COVID guidelines, no room check-in or out sheets will be used because only KidSpirit staff will have access to the Gymnastics Room.