Overview

HFSS contacts families that have not reported their absences for 3+ lessons. 

Details to follow up are then sent to Sites - unexcused absence list per location.

Process Overview:

1. 3+ Unexcused absences are sent an email, text & push notification addressing their missed classes, and how to report absences/transfer/drop. Note: Any swimmer with 3+ absences will get this alert each month that they remain on the unexcused list.
2. The Site Supervisor will contact swimmers with 4 or more unexcused absences to follow up on the communication above.
3. If the swimmer misses their next scheduled lesson, the Site Supervisor will assess whether to continue their enrollment or proceed with the drop process.

Site Supervisor Responsibility

4+ Unexcused

Every swimmer on your unexcused absence list has been sent an email, text, and push notification regarding their unexcused absences.

Your responsibility is to review the swimmer’s attendance and determine whether a follow-up call is needed or if the swimmer has already been contacted and should now be dropped.

Phone Call

1. Touch base with families after 4+ unexcused absences to ensure everything is okay and confirm whether the current schedule still works for them.
2. Family Note: Add a note on the family account summarizing the conversation or voicemail message.
3. Set a reminder to follow up next week: If the swimmer is unexcused again at their next lesson, proceed with the drop process.

Talking Points

• We noticed that you have been out for the last # lessons. We are checking to see if everything is ok and if this schedule is still best. 
• If you are unable to attend next week be sure to report an absence on your app, otherwise we look forward to seeing you next week!
• Leaving a message? Provide the same info and let them know we sent them an email as well. We plan on seeing them this week!

Family Notes 

• Status: Low
• Subject: No Show Contact
• Body: details of the convo or message
  **If there is already a note on the account for No Show, please nest your new note under the original using (cont).

Drop Process

1. Using the call list from last week, look up each swimmer to check if they attended today’s shift.
   • If the swimmer attended, cross them off your list — no further action is needed.
   • If the swimmer did not attend, proceed with the Drop Process outlined below.
2. Add Family Notes — There is already a note on the account from your No Show Contact, nest your new note under the original using (cont) and detailing they did not attend today and have been dropped.
3. Drop swimmer as of yesterday for Reason: Unexcused Absences - do not send the drop email from here.
4. Send email template: Dropped from Lessons: Multiple Unreported Absences for [[student_first]].
5. Adjust the ledger based on drop date with the correct ledger notes 
   :: 2 Mon 10:30am :: DROP 10/10; unexcused absences
6. If this is an FBC swimmer, you will email the FBC Point of Contact. See FBC Drop Process.

Data: Unexcused Absences

The report is automatically pulled by the system and sent to the Project Manager the third Wednesday of every month.

Step 1

Active Email Template

Activate iCP Template Custom Template > We have missed [[student_first]] for multiple lessons

Step 2

Confirm Complete Attendance 

Report > Classes > CLA-11: Class Roll Not Taken

1. Export to XLS or CSV
2. Taking Attendance For No Shows

Step 3

Analyze Data

Project Manager will use the Retool Dashboard to add data to the Spreadsheet: Unexcused Absences to Sites.

Step 4

Review Student & Notify