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Document Sample
Group Exercise Program
The purpose of this section of our training
BP Wellness Center
modules is to familiarize you to all that goes in to our
very successful group exercise program. Our program in
WL4 currently houses 2 group exercises studios, 22
classes, 14 class formats, 16 regular instructors, and
several substitute instructors as well. With the addition
of the Helios Plaza, we will have 2 additional studios and
expect to grow in the number of participants as well.
The group exercise coordinator, Jennifer Daniel, oversees
all aspects of this portion of our program, from entering
participant data to invoicing and budget for both WL4 and
Helios Plaza. Jennifer joined the Wellness Center team in
June of 2006 and the group exercise program has
continued to grow since then.
Growing Numbers
BP Wellness Center
The number of different group
exercise participants has grown in
size over the past few years, with
a 300% increase from 2006 to
2008! The next slide shows in detail
the participant numbers since 2006,
And what is projected by the end of
2009.
Class Participant Statistics
BP Wellness Center
2006 2007 2008 2009 2009
1 facility 1 facility 1 facility 1 facility 2 facilities
1 studio 1 studio 2 studios 2 studios 4 studios
8 instructors 10 instructors 15 16 20 – 25
instructors instructors instructors
13 classes 16 classes 21 classes 22 classes 35 – 40
classes
7 formats 9 formats 12 formats 14 formats 20 – 25
formats
138 250+ 570 700 - 800 participants
participants participants participants projected
Tracking Attendance
BP Wellness Center
Group exercise participant attendance is
collected from 2 sources:
• Attendance Sheets
– Located inside a notebook in each classroom
– participants write their name for each class they
attend and check off each day they attend a class
• Class Logs
– located on wall by stereo
– each instructor records the number of
participants for each class
Tracking Attendance
Staying on top of all the new group exercise participants
BP Wellness Center
can be a timely task since it is all entered by hand. At the
end of each group exercise session or quarter, several
things must be updated:
• Attendance Sheets – all names from the attendance
sheets are entered into the excel sheet, any names
of people who did not attend this quarter are
removed.
• Class Participant List – all names must be added to
the participant list for the year. If they did not
attend the previous year, they are coded as a new
member for the current year.
• Group X Distribution Lists – any people new to the
classes this year must also be added to the correct
group x distribution list
Updating the Group X Schedule
BP Wellness Center
The schedules are updated regularly through
several methods:
• Monthly/Quarterly – the handout schedules are
updated as needed by the month or quarter
• Weekly – the schedules for post on classroom doors
and online are updated on a weekly basis
– This is to keep class participants up to date on class
cancellations and substitutions
– The schedules to be hung on classroom doors must be
laminated before hanging
All schedules are saved in the schedules folder under
the shared drive in the group exercise folder
Break Weeks
• There are quarterly break weeks throughout
the year where classes are not held (see group
BP Wellness Center
exercise calendar, saved on shared drive under group
exercise folder)
– This is done in order to stay within budget, give us a
chance to collect data, and give the instructors some days
off around holidays
• The break weeks are as follows:
– The week of spring break for the area
– The week of memorial day
– The 2 or 3 weeks around Christmas
– The week of Labor Day
• Off-the-Schedule Classes
– The group exercise coordinator attempts to come up with
a few classes for during break week that won’t cost the
program.
– These may be videos, trial classes, or
instructors willing to teach at no cost
Instructor Meetings
Quarterly in-services or meetings are held with all
BP Wellness Center
instructors by the group exercise coordinator. These are
normally held the week before a break week.
These meetings are normally held off-site at Sandy’s
Market where we cover the cost of lunch buffet for all
attendees.
During these meetings we discuss everything from
updating the phone list, code of conduct, issues and
safety, to planning for the next quarter.
This is also a great opportunity to meet and greet as
most of the instructors have busy schedules and never
meet each other.
Evaluating for Excellence
• The instructors are evaluated through an online
survey to participants on an annual basis, this survey
BP Wellness Center
is created in survey monkey.
• All instructors must achieve an overall 90% or
higher approval rating from the participants.
– This is looking at excellent and good responses only
from 11 different criteria they are rated on (see next slide).
A score card is created from the survey results and the
previous year’s ratings will be compared to the current
year’s ratings.
– we take total number of excellent and good responses and
divide it by the total number of responses to get an
approval rating for each criteria.
– The average of all 11 approval ratings is their overall
approval rating.
• Other methods of evaluating instructors:
– Class observation by group x coordinator,
attendance at meetings, # of class participants
and comments from participants
Group Exercise Survey
• The areas that the instructors are
BP Wellness Center
rated on that make up their overall
approval are:
– Safety of the class/instructor teaching style
– Cueing
– Attention to student form
– Instructor’s form
– Variety
– Music
– Intensity
– Motivation
– Professional appearance
– Approachability
– Ability to show modifications
Class Attendance
Requirements
BP Wellness Center
• All classes must have a minimum of 6
participants per class to remain on the
schedule.
• If a class is regularly showing less than
6 participants, then it is in danger of
being replaced
– In this situation, a meeting is normally held
with the instructor and group exercise
coordinator
– The group x coordinator may decide to
remove class at next month or next quarterly
session if attendance does not improve
Instructor One-on-One’s
• After all the survey results have been
BP Wellness Center
compiled, the group exercise coordinator
arranges one-on-one meetings with each
instructor to go over their score card.
– Not only results from the survey discussed in this
meeting, this is also a chance for us to get some
feedback on how we are doing.
• If an instructor has a rating below 90%,
then some brainstorming is done on how
this rating can be improved
– The group exercise coordinator may choose to re-
survey the class in a few months and if the rating
is still below the 90%, then potential replacement
of the class or instructor
New Instructor Process
The on-boarding of a new instructor involves a few important
BP Wellness Center
pieces of paperwork:
• First, the instructor must fill out 2 forms, a vendor
maintenance form with their address and name as they
want it to appear on the check, and a W9 form.
• Then a sample invoice for the instructor is created by
the group exercise coordinator
• Lastly, all 3 pieces of paperwork are faxed off to
Barbara Aguilar.
Once the paperwork is processed, Barbara sends back a bill
box #. This number must appear on the invoice for the
instructor to be paid.
Instructor Invoices
• The group exercise coordinator handles all invoicing for
BP Wellness Center
the instructors. This system was started by Jennifer in
order to keep everything uniform and to ensure all
invoices were submitted for payment at one time. A new
invoice format was created in excel last year by Jennifer
to include the IISN logo.
• Invoicing for the instructors is done once a month. A
copy of the previous invoice is made but the following
must be updated: date created, number of classes
taught, dates classes were taught, invoice number
• Invoices are not submitted until the beginning of next
month in case of a last minute class substitution or
cancellation.
• A sample invoice is pasted on the next slide. All
Instructor invoices are saved under,
K:\Group Exercise\Instructors\Invoices
Cash
Check Invoice No. 30001
Credit BP Wellness Center
Other 200 WestLake Park Blvd.
Houston, Texas 77079
RECEIPT
Customer Misc
BP Wellness Center
Name Instructor Name Date 6/1/2009
Address Bill Box# 32-xxxx-300632-02
City State ZIP Rep Jennifer Daniel
Phone FOB
Qty Description Unit Price TOTAL
1 Cardio Classes $ 35.00 $ 35.00
SubTotal $ 35.00
Shipping
Payment Check Tax Rate(s)
Comments Payable Upon Receipt TOTAL $ 35.00
Name Jennifer Daniel
Signature Office Use Only
Date 6/30/2009
Class Dates: May 21
BP Wellness Center - Creating a Culture of Wellness!
Budget
The group exercise budget and actual cost
BP Wellness Center
spending are looked at on a monthly basis.
Once invoices are complete for the month, the
group exercise coordinator enters the cost for
each instructor that month into an excel sheet.
This is an ongoing sheet for the year used to
ensure we are staying within budget and
where money can be saved.
Communicating with Participants
One of the things that sets our group exercise
BP Wellness Center
program above the average group exercise
program is the communication with the
participants. Jennifer sends out e-mails to
participants not only regarding updates,
cancellations, and substitutions; but also about
how our program has grown and improved. At
the end of the year, slides are contributed to
an end of the year slide show by each of the
wellness staff regarding the statistics and
overview of their special part of the wellness
program. Jennifer passes her group x slides
along to the class participants as well.
Equipment
An inventory of all the group exercise
BP Wellness Center
equipment is kept on our shared drive
under the group exercise folder.
This is updated as needed when
something is broken or replaced, new
equipment is ordered, or when a
re-inventory of the equipment is done.
The equipment is normally re-
inventoried twice a year.
