Prepare cubbies and clipboards for all new staff (office staff should prepare cubbies/clipboards/first aid kits for you)
Each new staff needs a clipboard. More clipboards can be found in the marketing office in the hallway.
Each staff needs a first aid kit. First aid kits should be assigned per staff and checked out to each staff with a signed first aid kit contract, similar to summer.
Each clipboard should be prepared for the first day of classes.
What should be in the staff's hands/ on clipboards on the first day of class?
Whoever is supervising needs to print the following for their coaches coming in:
Check-in and check-out sheets
Special concerns for each class the coach will be coaching that day; should be stapled to check-in and check-out sheets
To print these documents, go to Gymnastics Ages 2-18 > Click on the term you are in under Session Programs > Sessions
For each class, click on "print" on the right-hand side, and then click "special concerns" or "check-out sheets" or "attendance sheet"
Make sure to hand write late registrations on attendance, check-outs, and special concerns
Paper progress reports
To print these, go to Gymnastics Ages 2-18 > Click on the term you are in under Session Programs > Sessions > Wanted class > Progress Reports > Print (the one next to the purple button) > Print Worksheet
Coaches should assess their gymnast's skill level on this paper while in class so they can better remember each gymnast's ability by the time they have to input progress reports at the end of their shift.
Coaches should keep this attached to the attendance for the whole term and update it as gymnasts improve.
Lesson Plan
Staff should have printing access and print their own lesson plans each week
Before the term, the gymnastics schedule must be inputted into the outlook calendar
Open the kidspirit.oregonstate.edu calendar and make a new appointment to add the class onto the schedule
Make the class name include the day of the week, the class, and the time (ex. Monday KinderGym Orange 4:00 - 5:00 pm)
Make the appointment recurring until the session ends, and make sure to categorize the appointment into gymnastics (purple color).
The appointments should be set up to reflect the class schedule for the term and set as recurring events for those dates.
Be sure to manually cancel each class on holidays, when there is no gymnastics.
Open up the class on the particular date where you will have no gymnastics.
Click "Delete" and select "Delete Occurrence." This will delete the individual class instead of the entire session.
This calendar should be updated weekly to reflect the correct coaches and numbers for each class until registration is closed (usually around week 3).
To create the makeup calendar, open Outlook and click on calendar in the bottom left corner. Click "gymnastics make-up calendar."
For each class, make a new appointment.
The description should include be the level and then how many spots are currently open in that class. For example, if there are 5 kids registered for a Level 1 class, the title would say “Level 1 (3 openings).”
If a class has no openings, it should still be included as “Level 1 (Not available)."
Times should be the times the class will occur.
The text of the appointment should have the name of the instructor and a numbered list with how many spots are available.
All coaches should send an email to the guardians of their gymnasts at least two days before the first day of classes, usually done in training. This email should be sent from Ideal-Logic. The supervisor should email the coaches a template, found on the brain under Forms and Templates > Gymnastics.
Edit the email to reflect the dates for the term, and any other pertinent information for the term (ex. football game dates, gymnastics meets, information about Open Gym, ACES days and any other KS programs).
Send the template to the staff with these instructions on how to email the parents:
Log into Ideal-Logic,
Select Staff Home,
Select each of the classes so the dashboard (a green window instead of orange) pops up.
Select email on the right hand side, then select "message to registered participants."
When the email box pops up, paste the template into the part that says “Type email message here.” Do not erase any other text except for that phrase
Edit the template to reflect the personal information of each staff member.
Put the subject as “Gymnastics First Day information.”
Select that the email will be sent from kidspirit@oregonstate.edu and not from your personal email.
Do this for every class you teach.
The day before classes start, check to see that each staff has sent these emails and follow up if they have not been sent.
The Gymnastics Binder is split up by day-of-the-week, sort attendances accordingly.
Coaches will grab their attendance from the binder before classes begin and replace them at the end of class.
Prepare emergency binder:
Collaborate with the office staff on who will print emergency sheets for every class. These emergency sheets can be printed in the same way attendances are, by clicking on Emergency Sheets, and then print with photos.
Emergency sheets go in the red emergency binder in the office, the binder in the gymnastics room, and the cooking binder. Late registrations need to be printed individually and added to all emergency binders.