The purpose of this section of our training

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Group Exercise Program

• The purpose of this section of our training
• 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.

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Growing Numbers

• 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.

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Class Participant Statistics
(1st half)
(2nd half)
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 instructors 16 instructors 20 25 instructors
13 classes 16 classes 21 classes 22 classes 35 40 classes
7 formats 9 formats 12 formats 14 formats 20 25 formats
138 participants 250 participants 570 participants 700 - 800 participants projected 700 - 800 participants projected
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Tracking Attendance

• 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

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Tracking Attendance

• Staying on top of all the new group exercise
  participants
• 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

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Updating the Group X Schedule

• 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

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Break Weeks

• There are quarterly break weeks throughout the
  year where classes are not held (see group
  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
  wont cost the program.
• These may be videos, trial classes, or
• instructors willing to teach at no cost

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Instructor Meetings

• Quarterly in-services or meetings are held with
  all
• instructors by the group exercise coordinator.
  These are
• normally held the week before a break week.
• These meetings are normally held off-site at
  Sandys
• 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.

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Evaluating for Excellence

• The instructors are evaluated through an online
  survey to participants on an annual basis, this
  survey 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 years
  ratings will be compared to the current years
  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

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Group Exercise Survey

• The areas that the instructors are rated on that
  make up their overall approval are
• Safety of the class/instructor teaching style
• Cueing
• Attention to student form
• Instructors form
• Variety
• Music
• Intensity
• Motivation
• Professional appearance
• Approachability
• Ability to show modifications

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Class Attendance Requirements

• 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

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Instructor One-on-Ones

• After all the survey results have been 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

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New Instructor Process

• The on-boarding of a new instructor involves a
  few important
• 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.

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Instructor Invoices

• The group exercise coordinator handles all
  invoicing for 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

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Sample Invoice
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Budget

• The group exercise budget and actual cost
• 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.

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Communicating with Participants

• One of the things that sets our group exercise
• 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.

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Equipment

• An inventory of all the group exercise
• 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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