Class Management Block

Overview

Notes can be placed in multiple locations! Below is a general guideline for note priority. Use your judgement for notes that fall outside the below categories.

Example: 

• Notes about using fins or doing only 3 sets of under goes under the Student Notes to be viewed by the Deck Supervisor. 
• Notes about blocks or class management goes under the Class Notes for the Deck Supervisor and Site Supervisor. 
• Notes regarding a family payment, waitlist and general account items goes under Family Notes for everyone handling the account.

Note Open/Closed

Open Notes are current topics to be aware of.
These will filter to the top.

Closed Notes maintain past info.
These notes will be filtered under open notes.

Note Priority

Grey = No Open Notes

Green = Open Low Priority

Yellow = Open Medium Priority

Red = Open Critical Priority

Add a New Note

Priority level: Medium for financial reason

Open: This topic still current

Subject: Be precise!

Adding to an Existing Note

Subject: Update if needed

Comment: MUST start with (CONT) to indicate there are addition notes nested under this subject.

Family & Class Note: Nesting 

For each subject, click the pencil icon to add notes to the interaction. You can keep the subject or update it with more detailed information. This ensures all relevant details are stored in one place, reducing the risk of missing important information or creating disconnected entries.

To indicate that additional information has been added to the subject, start your comment with (CONT).

If the note has been resolved and can be archived, change its priority to "Low" and close it. For example, if a call-back request is marked as critical, once the call-back has been completed, you can add a summary note, close it, and change the priority to "Low."

Additionally, notes can be reopened if the topic remains the same and requires further updates.

Steps for Nesting Notes:

1. Use the same or similar subject to nest notes. Use the search feature to find your topic; you may need to change the status back to 'Open' if it shows 'Closed.'
2. Add (CONT) at the start of the new note to indicate previous notes.
3. If you see a note no longer needed, change the priority to low and close the note.

Family Notes

Class Notes: Blocks

Notes are reviewed monthly, and a note is updated or removed if no longer needed.

Blocked class notes should always be treated as a medium priority and include clear, detailed information in both the subject line and comments. These specifics will help ensure a quick review of the blocks and provide substitute teachers with essential information about any class concerns they must be aware of.

Subject must detail:

1. Max number the class is blocked to
2. Specific student(s) that require the block
3. Reason for the block

Comment:

• Specific details about the block.
• (cont) shows there are more comments nested under the most recent.
• Pro Tip!  Copy and paste the previous comment if it continues to be the same reason. This will then show the note has been reviewed and is relevant to the current date.

Subject: BLK@2  - Lincoln Fowler - Safety

Comment: (cont) Lincoln Fowler - Safety -- needs extra attention to follow directions. Issues with him pushing other students off the step - if continues may need a. private to keep other students safe.

Blocked Class Notes

Class Notes: Permanent Blocked

HFSS Grey: Occasionally, we will encounter swimmers who will have a long-term or forever block. The format is very similar but indicates this block is permanent and does not need to be updated monthly. The format is as follows.

Subject: PERMANENT BLK@3 - Cody Satnan - SN & Safety

Comment: PERMANENT BLK@3 - Cody Satnan - SN & Safety -- We are also working on waiting and boundaries.

Note: Any decision to permanently block a class to create a special accommodation for a swimmer must be communicated clearly to the parent.
It is essential to outline the expectations in the family notes and clearly communicate with the parent regarding the accommodation in place, including a timeline and specific steps for implementation.
Is the student eligible for makeup classes, or should they be placed in a class that can be blocked to three?
If the student transfers classes, should they be placed in a class with a maximum of three students?
Discuss with your GM if you have further questions.

The Hubbard Way

Below is a general guideline for note priority. Use your judgement for notes that fall outside the below categories.

Family Notes

Low Priority

General Items
General Shift Alerts

Medium Priority

Everything Financial
48 Hour Waitlist Hold

Critical Priority

Account Deletion Request
Delicate Family Situation
Do Not Re-Enroll

Student Notes

Low Priority

General Items
Skills/Promo to watch for

Medium Priority

Baby Splash - Adjusted Age
Special Needs Notes

Critical Priority

Extreme Safety Issue

Class Notes

Low Priority

General Items
Deck/Instructor Reminders

Medium Priority

Blocked Classes
Waitlist Holds

Critical Priority

Extreme Safety Issue
Removed From Portal View