Special Needs Program

Overview

Allow us to receive the most up-to-date information on our Special Needs swimmer once a year or as needed by the Site.

Internal Communication

Email All Sites, Jessie & Support.

Subject: SN Swimmer Update

Email:

Hello Team,

We are emailing our currently enrolled Private - Special Needs families to update their swimmer's information. This email will contain a link to the form they will fill out. Once this form is received, it will be added to the Students Notes. Next week, any families we do not hear from will be sent to you for follow-up.

Email Template

Activate iCP Template Custom Template > Update request for [[student_first]]

1. Verify Links work
2. Verify information is accurate for all 4 locations

Report & Spreadsheet

This will be used to track who you have received replies from.

Reports > STU 1 Student List

1. Status:  Currently Enrolled
2. Enrollment Type:  Class
3. Enrollment Status:  Active
4. Program:  Special Needs
5. Display Filter
   • Email
   • Show Classes/Camps/Appointments
6. Class Time slot
7. Start & Drop Date
8. Download CSV or XLS
9. Sort by Start Date
10. Remove swimmers that started within the last 3 months. We will not be contacting these families.
11. Sort by Student A-Z

iCP Email

Student Page Filter

1. Enrollment Type:  Active
2. Program:  Special Needs
3. Using your spreadsheet, select the swimmers you will email.
4. Email: Update request for [[student_first]]
5. Text: Update request for [[student_first]]

Receiving Forms

1. Using your spreadsheet, cross off students who have submitted information
2. Copy and paste into student notes using (cont) to indicate a new entry
3. Forward this information to the Site
4. Add or edit any information in the Medical > Health Concerns section.

No Response

After x days send a list of those that have not replied to the Site & GM to follow up at lessons.