Special Needs Waitlist Request
Overview
Waitlist (WL) is to be used when HFSS is unable to accommodate a day/time request that falls within our 2 week booking policy. This means swimmers are ready and eligible to enroll today into their requested level based on skill and age requirement.
Step 1 - Enrollment Process
- Find desired class with appropriate age range and click "Enroll Student"
- Search & Select the desired Student(s)
- You will get a red warning message saying the class is full - continue.
- Change "Enrollment Type" to "Wait"
- Do not send enrollment email
- Click Complete Enrollment
- You will get another warning, glance at the screen behind it to confirm the Enrollment Type says "Wait" - if it does click Yes.
- You're Finished. We do not charge for waitlist requests.
Step 2 - Notes For Each Request
Select the Pencil icon then the Notes tab to entered required notes for this waitlist request.
*ProTip* Create one note that works for ALL waitlist requests. See the below slideshow of note examples. If waitlist requests change each request needs to be updated with a new note.
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Required Information For Notes
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Reason for Request
- Promotion/Advancement – Staying at the current level until the next level opens.
- Transfer/New/Returning
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Current Enrollment & Sibling Info
- Current Level & Class Time
- Sibling’s Name, Age, & Level (for coordination)
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Goal of Request
- Preferred Days & Time Ranges (or why only one time works).
- If siblings are involved:
- Open to back-to-back enrollments? (Highly encouraged!)
- Ok to move one at a time
- ONLY want if both siblings can enroll at the same time
- Additional requests:
- Adding a second day
- Instructor request (Note: If the instructor changes, they will be removed without notice.)
- Site-approved age exception
- Any other helpful details to facilitate the request.
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Staff Initials & Date
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The Hubbard Way
General Waitlist Guidelines:
- Families must be informed when a waitlist has 5+ swimmers, as placement may take time.
- No waitlists will be added for classes with an end date (e.g., "End TBD" or "End 5/5").
- Families must opt into iCP emails and texts to submit a waitlist request.
- An email and text notification will be sent when a spot becomes available. The family has 48 hours to accept or decline before the request is removed.
Private & Semi-Private Waitlist:
- A maximum of 5 swimmers may be on the waitlist for private classes.
- Available for Goldfish, Jellyfish, Octopus, and Lobster levels only.
- By request only – not listed on the Customer Portal due to limited availability.
- Waitlist notes must include all available days and times to streamline placement when new classes open.
Site Responsibility – Discontinued Classes:
- If a class is no longer available, HFSS must notify affected families via email and remove them from the waitlist.
- Use the “Discontinued Class – Waitlist Removal” email template from the Student page.
- Include the day, time, and level of the discontinued class.
- Once the email is sent, delete the corresponding waitlist requests.
Swimmers We Cannot Waitlist
- Special Needs Classes – Families must complete the inquiry form on our website.
- Swimmers Over 7* Years Old for Weekday Morning Group Classes
- Why? These classes are primarily for swimmers under 7. Enrolling an older child makes it difficult to fill the class. We used our *lowest age range for morning classes.
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Exceptions: Private lessons and site-approved cases.
- Swimmers Not Ready to Start Immediately Upon Availability
- Why? The waitlist is for swimmers who cannot find a class within the next 14 days.
- Example: Future requests like “I want to start in 3+ weeks” must check back within 14 days of their desired start date.
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Baby Splash Exception: Must be within 14 days of turning 2 months old to join the waitlist.
- Swimmers Not Yet Promoted to a New Level
- Must complete all skills at their current level before being added.
- Swimmers 12+ Years Old (Unless Approved by Site)
- If enrolled and turning 12, the location must discuss and note their future at HFSS.
- If not enrolled and no exception is noted, we will send an age-out email (see projects for process).
- Baby Swimmers Not Within 4 Weeks of Age Advancement
- Why? We allow swimmers to waitlist for their next level up to 4 weeks before they meet the age requirement listed on the website to ensure a smooth transition. HFSS sends families notifications when they can move to the next level.
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Requests beyond 4 weeks must wait until closer to the appropriate age. Do not add them to the waitlist! See age chart.
Examples: -
Baby Splash → Little Snapper 1 (6-15 months)
Can waitlist/enroll up to 4 weeks before turning 6 months (e.g., starting LS1 at 5 months if available) -
Little Snapper 1 → Little Snapper 2 (16-35 months)
Can waitlist/enroll up to 4 weeks before turning 16 months (e.g., starting LS2 at 15 months) -
Little Snapper 2, Advance, & Clownfish → Group Classes
Can waitlist/enroll up to 4 weeks before turning 3 years old (e.g., starting Goldfish/Jellyfish at 2 years 11 months)
The More You Know
Waitlist Best Practices:
- Do not offer to add swimmers to classes with a long waitlist (5+ swimmers). Families want immediate placement, and these waitlists can take months or longer.
- Families can still add themselves via the Customer Portal, but staff should highly recommend choosing a class without a long waitlist for faster placement.
- If necessary, staff can override and manually add a swimmer to the waitlist.
How the waitlist works:
- The waitlist is for swimmers ready to start immediately when a spot opens.
- If a family cannot accept when offered, they can decline and rejoin later when closer to their preferred start date.
- Our team monitors waitlist requests daily and will notify families via text and email when a spot becomes available.
- Families must be opted in for text and email notifications.
Waitlist Notes Examples
Pro Tip!
Write a note that will work for all your requests. Then copy and paste them into each. This includes any waitlist updates! Notes need to be updated on each request.