Report Swimmers Absences
Submit absences as EXCUSED for the day(s) the swimmer will be away.
Comment: Medical Credit Issued
Why? This prevents the swimmer from showing on a "No Show/Unexcused Absences" list and prevents an unwanted Drop.
Provide a Medical Credit
Use the topic guide below to determine if and how long a swimmer is eligible for a Medical (House) Credit.
The ledger reference must reflect the swimmer's name, injury, and the number of credited classes.
Any additional absences beyond the guide can be marked absent, and a MUT will be auto-issued for future use.
Note: We do not provide medical credits for swimmers with an override since they already pay a flat discounted monthly rate.
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Request MUT Are Removed
If a Medical House Credit is provided, Makeup Tokens need to be removed after the missed class by filling out the form above.
Tokens will be removed weekly as a project and no further action is needed.
Note: Remind parents they will receive an email they have been issued a Makeup Token. There is no action needed; we will remove the MUT on our side.There is no way to stop a MUT from being created when we override with a medical credit.
The Hubbard Way
There are 3 steps to follow when issuing a House Credit and reporting excused absences. Below is a list of common topics to determine if they are eligible for a swim credit, makeup token or refund. These are guidelines! Look at the account, how long has the family been with us, how many kids are swimming with us, is this a pattern? Ultimately it's up to you - use your best judgement. Kathy would prefer you error on the side of being too lenient.
Reminder: We do not issue credit to swimmers that are paying a discount rate for their swim lessons (ex: Hubbard Scholarship, Special Needs Privates, AZFOF).
Baby Due or Pregnancy Related
Option 1: Waive notice
- Waive drop notice adjusting the ledger as needed. Any remaining credit will be available when they return.
Option 2: Medical Credit - max 4 classes
- Issue a medical house credit for a max of 4 classes.
Broken Bone / Surgery
Option 1: Waive notice
- Waive drop notice adjusting the ledger as needed. Any remaining credit will be available when they return or can be refunded.
Option 2: Medical Credit - max 6 classes
- Initial Credit: We offer to start with a 4 class credit. If at the 4 class mark the bone is not healed, HFSS will credit an additional 2 classes for a total of 6 class credit. It is parent's responsibility to contact us at week 4 so we can mark the child absent and issue credits.
- If Little Snapper parent has the broken bone or surgery we can offer the same as above.
Illness - Chicken Pox, Contagious Condition
Option 1: Report absences
- Report absences to be issued MUT (if eligible) to use in the future.
Option 2: Medical Credit - max 2 classes
- Issue a medical house credit for a max of 2 classes.
Child No Longer Wants to Swim
Option 1: Waive notice to cease lessons at the end of the current month
- Waive drop notice and drop at the end of the current month that they've paid through.
Option 2: Waive notice to end immediately
- Waive drop notice adjusting the ledger as needed. Any remaining credit will be available when they return.
- Refund Requested: If the child water safER and there are no other siblings enrolled? OK to issue a refund.
Illness- Flu & Fever
Option: Report absences
- Report absences to be issued MUT (if eligible) to use in the future.
Covid-19 Related
Option 1: Report absences
- Report absences to be issued MUT (if eligible) to use in the future.
Option 2: Waive notice
- Waive drop notice adjusting the ledger as needed. Any remaining credit will be available when they return.
Illness - Long Term Illness
Option 1: Report absences
- Report absences to be issued MUT (if eligible) to use in the future.
Option 2: Waive notice
- Waive drop notice adjusting the ledger as needed. Any remaining credit will be available when they return or can be refunded.
Drop Notice Not Entered By HFSS
Option: Drop as of today or future date as needed
- Adjusting the ledger as needed. Any remaining credit will be available when they return or can be refunded.
Moving Away
Option: Waive notice to end immediately
- Waive drop notice adjusting the ledger as needed. Refund remainder of the month.
Ear Issue - Infection
Option: Report absence
- Report absences to be issued MUT (if eligible) to use in the future.
Kathy does not believe in credits for ear infections - we have children swimming here quite often with ear infections (yes even when they are on antibiotics) so it is difficult for us to consider that for a credit - our pools are very shallow so pressure on an infected ear is not an issue here. Actually, you'll find that swimming also has a positive effect as the child’s head seems to drain well after swimming in our warm water pools and the ear infections clear up more quickly!
Stitches / Staples
Option 1: Report absences
- Report absences to be issued MUT (if eligible) to use in the future.
Option 2: Medical Credit - max 2 classes
- Issue a medical house credit for a max of 2 classes.
Ear Issue - Swimmers Ear
Option 1: Medical Credit - max 1 class
- Swimmers Ear is a different story - chlorine water in swimmers ear HURTS! One week credit only - beyond that they would need to report absences or get ear plugs!
Option 2: Report absences
- Report absences to be issued MUT (if eligible) to use in the future.
Traffic / Running Late
Option: Report absences
- Report absences to be issued MUT (if eligible) to use in the future.
Ear Tubes
Option 1: Medical Credit - max 2 class
- For tubes in the ears two week credit max - beyond that they would need to drop or compete makeups.
Option 2: Report absences
- Report absences to be issued MUT (if eligible) to use in the future.
Unsatisfied Parent
Send to Site to Follow Up
Don’t talk them out of their concerns, if they want a credit/refund notify the Site Supervisor and they will decide if it is appropriate to credit a lesson. If the parent is adamant about moving, move the booking but still notify site of concern. Add notes.
Vacation
Option 1: Report absences
- Report absences to be issued MUT (if eligible) to use in the future.
Option 2: Waive notice
- Waive drop notice adjusting the ledger as needed. Any remaining credit will be available when they return.