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.
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