General shift duties apply to ALL staff, regardless of position (ie. owner, coach, front desk staff, assistant coach, etc.). The systems that are contained within General Shift Duties outline detailed steps on how to complete each of the items listed on the checklist.

The opening and closing shift duties are to be completed by the first staff to arrive for the day and the last staff to leave for the night. End of shift duties are to be completed by every staff member when they leave regardless of how many staff are still at the gym.

Opening Duties

Objective: To provide a clean, welcoming atmosphere for clients and customers. To be performed by coaches and all other staff members who open the gym.

 

Task List:

 

  1. unlock door: Unlock the door by inserting the key turning it to the right.
  2. turn on A/C (summer) or heat (winter). The temperatures are displayed on the thermostat inside the back office and in the gym on the wall under the banners. Be sure to press hold button after setting temperature
  3. login to reception computer: Click the mouse to wake up the computer. If the computer does not wake up, it has been accidentally turned off (NEVER intentionally turn off the computer) and the power button is located behind the left corner of the screen. The password to login to the reception computer is “Force”. Upon logging in to the reception computer, open up Safari so it is ready with needed tabs.
  4. turn on Pandora & sound system. Press power button on stereo, Press input button to audio in.  Connect ipad to aux cord. Open pandora app and select Kidz Bop or Disney
  5. Turn on Lights: Turn on switch to the right of door towards bathroom.  Swtiches to left of door: Turn on the 2 most right switches. Turn on the office switch as well as 2 gym switches on green wall directly after you walk into office
  6. tidy upstairs area: Place any items into the Lost & Found container, garbage into proper containers
  7. Check bathrooms for any trash or messes that need cleaned up
  8. Remove full garbage and fit new bag if necessary

Closing Duties

Objective: To provide a clean, welcoming atmosphere for our clients and prospective clients.

Closing duties are specific to the last staff on duty for the day. The building will be shut down when you leave. And, tasks are included in consideration for the next day’s staff coming on duty. Some duties are repeated from the End of Shift duty list. These items are to be completed twice and not to be over-looked because they were done when staff member left for the day. They must be repeated for closing.

Closing Duties:

  1. check for lost & found items: Check for personal items to be placed into Lost & Found. Look in gym, under chairs in lobby, in corners in upstairs area.
  2. empty water bottles for lost & found: All water bottles found in the gym must be emptied before placing into Lost & Found. Dump water bottles into the downstairs sink and place them in the lost & found when they are empty.
  3. sweep lobby & bathrooms: Broom and dust pan are located in lobby next to shoe rack. Proper sweeping instructions can be found HERE. LINK TO SWEEPING PAGE
  4. empty garbages & place in green bin outside party room door: Tie off the bag with a double knot so debris is not leaking from garbage bag. Place tied garbage bag into green bin outside. Replace any bags you took out. Garbage bags are a cost to the gym, so do not change if not at least ¾ full (EXCEPTION: if trash is stinky). If there is not room in the green garbage bin, leave the garbage bags by the door and include this information in your EOD so that management knows and it can be dealt with the next day before the gym opens to customers.
  5. turn off A/C or Heat: Ask for a demonstration on how to complete this task.
  6. turn off Pandora: Unlock the iPad and open Pandora (located in the main menu at the bottom of the home screen). Once pandora opens, click the pause button. And turn off stereo power button This will stop the music from playing.
  7. Turn off lights.  All lights in the building should be off aside from the far left switch of panel by the stairs
  8. Place any messages on the main office desk


I Can’t Work My Shift

Objective: To provide a plan for employees when they cannot attend their scheduled shift.

As per the General/All Staff Position Agreement, the following policy applies: “Notice of at least 2 weeks must be given to be considered for time off- more notice when possible is appreciated”

Task List:

  1. determine that I am unable to work a scheduled shift
  2. reach out to management and let know you are unable to work shift (at least 2 weeks notice)
  3. Type detailed notes as needed for the substitute staff member. Give info about each student in your class and where they are

What if no one can take my shift?

Due to the nature of our business, it is expected that staff members attend 100% of all scheduled shifts. In the severe case of the Employee being unable to work as scheduled and no replacement available, the Employee is responsible for all last-minute coordination of classes, employee schedules, etc. Any client/customer time lost (ie. cancelled classes) must be rescheduled. Unplanned absences, such as sudden sickness or death in the family, etc. must be reported to the employee’s supervisor as soon as could reasonably be expected.

Link to Time off Request

Injuries & First Aid

Objective: To ensure that all staff are taking the proper care of an injured customer (athlete, parent, sibling, etc.).

Task List:

  1. Assess the situation using your First Aid training.
  2. Take the proper care of the injured person using your First Aid training (ie. ice pack, wrap, emergency contact call, 9-1-1, etc.)
  3. Here is a link to the Red Cross First Aid & CPR manual – CLICKHERE
  4. If first aid was administered (with the exception of an ice-pack or bandaid – discretion required), complete the following steps
  5. Complete the injury report found by clicking HERE.
  6. NEVER admit fault to the parent when talking to them or say anything that could insinuate you could have prevented the injury in any way
  7. A friendly, caring Follow-up Email must be sent to the parent within 24 hours, click the hyperlink for email copy

First Aid Manual

First Aid Manual

Medical Emergency Action Plan

Objective: To ensure that all staff are taking the proper care of an injured customer (athlete, parent, sibling, etc.).

There are two roles in the instance of a medical emergency. The charge person and the call person. The charge person is usually the head coach or sole coach of the class OR the person who directly supervised the incident. If no one directly supervised the incident, the head coach will be the charge person. The call person will usually be an assistant coach, floater or front desk staff.

Charge Person:

  1. reduces the risk of further harm to the injured person by securing the area and sheltering the injured person from the elements
  2. designate who is in charge of the other athletes. If nobody is available for this task, cease all activities and ensure that athletes are in a safe area.
  3. Protect yourself (example: wearing gloves if in contact with bodily fluids)
  4. Assess ABC’s (check that the airway is clear, breathing is present, a pulse is present and there is no major bleeding)
  5. Take the proper care of the injured person using your First Aid training (ie. ice pack, wrap, emergency contact call, 9-1-1, etc.)

Call Person:

  1. Call for emergency help (if required) – utilize First Aid Training to make these decisions
  2. Provide all necessary information to dispatch (example: facility location, nature of injury, description of first aid, allergies, etc.)
  3. Clear any traffic from the entrance/access road before the ambulance arrives
  4. Wait by the driveway entrance to the facility to direct the ambulance and personnel when they arrive
  5. Call the phone number listed on the injured person’s profile in JackRabbit

Task List:

  1. Assess the situation using your First Aid training.
  2. This should include: #1 controlling the environment so that no further harm occurs (stop all athletes, protect yourself if you suspect bleeding, shelter the injured athlete from elements/traffic if applicable), #2 do an initial assessment of the situation (if the athlete is breathing, do they have a pulse, are they bleeding profusely, visible limb trauma, etc.), #3 do a second assessment of the situation (gather the facts by talking to the injured athlete as well as anyone who witnessed the incident, stay with the injured athlete and try to talk to them: body language and tone of voice are critical, if possible have the athlete move THEMSELVES out of the training area: DO NOT attempt to move an injured athlete), #4 assess the injury using First Aid Training, #5 control the return to activity (only allow an athlete to continue IF there is NO: swelling, deformity, continued bleeding, reduced range of motion, pain when using the injured part, etc.)
  3. Take the proper care of the injured person using your First Aid training (ie. ice pack, wrap, emergency contact call, 9-1-1, etc.)
  4. Here is a link to the Red Cross First Aid & CPR manual – CLICKHERE
  5. If first aid was administered (with the exception of an ice-pack or bandaid – discretion required), complete the following steps
  6. Complete the injury report found by clicking HERE.
  7. A friendly, caring Follow-up Email must be sent to the parent within 24 hours, click the hyperlink for email copy

iPad Capabilities

Objective: To ensure that our customers (athletes and their families) have a smooth experience when they are in our facility. By utilizing iPad’s we are providing a consistent experience by being able to AirDrop between Apple devices, use iMovie for New Skill videos and more! 

We have one general purpose iPad. The iPad is shared between the gym and the front desk and is capable of doing many things.

  1. Instagram: Live videos during Open Gym, team practices, tumbling classes, recreational classes, etc.
  2. Capturing videos for new skills INSERT LINK HOW TO DO THIS
  3. Front desk using to complete waivers
  4. Completing attendance

Mileage (Getting Compensated)

Objective: To give employees the tools they need to get reimbursed for mileage as assigned by the Employer.

*Task List: *

  1. Open the “Mileage Submission Form” found HERE
  2. Complete the form
  3. Submit the form to management
  4. Employees will receive an email upon review from management

New Employees

Notes in JackRabbit

Objective: To provide clear instructions for employees to know what should be noted on a family account and how to make a note in a family account.

What needs to be “noted”:

  1. payment details (ie. payment plans, called for payment no answer, etc.)
  2. athlete attendance (athlete is absent, we call/email – record conversation or lack there-of)
  3. parent conversations (allergies, behaviour, complaints, etc.)

How to make a note:

  1. find the family in Jackrabbit
  2. click the Misc tab (you will then see notes box)
  3. make a heading: something that would make sense to someone other than yourself (ie. parent complaint about lunch-break – June 1 2017)
  4. include as much detail as possible: what they said, what you said, resolution, etc.


Proposing an Idea to Management

Objective: The concept behind this system is; we want employees to be empowered, bring their ideas to life and take new things on. However, we also need to ensure that all ideas comply with the image and brand that we have developed as well as ensure that ideas are within the company budget.

Task List:

  1. In an email; write down the WHO, WHAT, WHERE, WHEN, WHY AND HOW of the idea being presented as well as attach any photos (ads, etc.) that are relevant
  2. Include an objective (ie. the reason the idea is important)
  3. Send email to samantha@quantumathletics.net with the heading – “IDEAPROPOSAL – ___Today’s Date___ – ___idea____”
  4. It will be reviewed by management and when approved, a system will (usually) need to be created by the employee who pitched the idea (see How to make a system HERE) ADD LINK HERE to CREATING/SUBMITTING SYSTEMS PAGE
  5. Upon approval of the idea proposal and submitted system, the employee will either be given permission to take on the task OR the task will be completed by management OR the task will be delegated to another staff member

Reimbursement

Objective: To give employees the tools they need to get reimbursed for company purchases.

*Task List: *

  1. Open the Staff Reimbursement Form found HERE
  2. Complete the form
  3. Submit the form with any applicable receipts and give to management
  4. Employees will be reimbursed in a timely manner
  5. This payment is separate from an employees pay check

Response Time Policy

Objective: To ensure that all prospective customers and current customers have a pleasant customer experience through quick responses to their questions.

Definitions:

Business Day: excludes Saturdays, Sundays and state holidays. For example, if a message is received on a Friday at 5:00 pm you would have until Monday at 5:00 pm to return their message.

  • Facebook Manager – 1 business day
  • Personal Facebook Messages – 2 days
  • Parent Email Inquiry – 1 business day
  • Instagram DM’s – 2 business days


Setting a Vacation Response in Gmail

Objective: To inform our clients and customers that we are on vacation/out of the office. To let our clients and customers know when we will be returning and when they should expect a reply.

Task List:

  1. Log in to your Gmail account
  2. Select settings from the top right corner of the screen (gear icon)
  3. Select settings from the drop down menu
  4. Go in to the General setting tab and scroll to the bottom
  5. Choose your out of office date and your return date
  6. Change your Subject heading to Out of Office until ___(insert date)___
  7. Update the content to reflect the reason for your out of office/vacation CLICK HERE for Word Copy.
  8. Save & exit

Pandora (Turning Music On & Off)

Objective: To provide a fun atmosphere by ensuring music is always playing in the background.

 

  1. turning Pandora on
  2. changing the song
  3. turning Pandora off

 

Turning Pandora on:

  1. First turn on sound system and ensure Input is changed to “Audio In”
  2. Open the iPad and click the Pandora button on the bottom of the home screen
  3. Click “Kidz Bop” or “Disney” from the left side of the screen

 

Turning Pandora off:

  1. Open the Pandora app on the iPad
  2. Click the pause button
  3. The music has now shut off and the power button may be pressed on main stereo

Time Tracking

You will track your time in 1 of 2 possible ways: via Jackrabbit Staff Portal or Time Sheets in Filing Cabinet.

Time Sheets:

  1. You will need to clock in when you get to the gym and clock out at the conclusion of your shift and fill in total number of hours for that particular shift
  2. Reminder: You are only to clock in 15 extra minutes each shift to complete your evening cleaning tasks.

 

Jackrabbit Staff Portal:

  1. Login link is in announcements of Staff Facebook page
  2. Upon opening link you will put in your jackrabbit login that you have received from staff
  3. You will clock in and out from top right portion of that page.
  4. Reminder: You are only to clock in 15 extra minutes each shift to complete your evening cleaning tasks.

 

Hours are verified by management before being submitted however management is not responsible for tracking down hours that were not written down. Time sheets are calculated by management at the conclusion of each month and will be given in envelope by the 6th of each month.