Parent Helper’s Club –Champion Youth Outreach
J Please arrive 10-15 minutes
before registration begins. When you
sign-in your child, put a "PH" next to his/her name in left-hand
margin. J
YOUR MISSION: Record all Registration Fees +
Class Fees on the Class Sign-In Sheets.
Record
all equipment purchases on the Equipment Order Sheets.
Every dollar needs to be
properly accounted for!
Your
Tools: Registration
Form – Filled out the first time that the student comes to class for each
new session.
(White) Paying Cash or Check
Sign-In Sheet
– Sign-in sheet used to record pre-payment for the full session, or for
students paying each week as they come.
Prepaid Card – Given to student when
they pay for the session in full.
(Pink) Card
Only Sign-In Sheet - Sign-in sheet used for students who show a prepaid card instead
of paying the class fee.
Duplicate Equipment Order Sheet/Book – Used to keep track of outstanding orders so the instructor knows what to bring to class next week. It also reminds you of which students have equipment coming.
Class Roster – Used as a master attendance list.
1st WEEK--REGISTERING NEW
STUDENTS
WHAT YOU NEED TO KNOW AHEAD
OF TIME: Payments for Class Fees
(includes Registration) must be made separately from Equipment Orders! We accept cash and/or checks. All checks are made payable to "CHAMPION YOUTH" and must include a phone and driver’s
license number.
Step #1) The Registration Form:
Welcome students & parents and have them fill out a Registration
Form. The Registration Form must have a
parent or guardian's
signature. If the student came without
a parent, keep the Registration Form they filled out and give
them another to take home for a parent signature.
Step #2) Paying for Class:
On the (White) Paying Cash or Check Sheet, record the
student’s name and the total of Registration Fees +
Class (Tuition) Fees. If someone is prepaying for the full
session, also fill out and issue the student a Prepaid Card.
Do not accept equipment
order money here! Anyone who wishes to
order equipment, send off to the Equip Order Line.
Step #3) Paying for Equipment:
Equipment orders must be paid for at the time of the order,
and must be paid for SEPARATELY FROM THE
CLASS FEES. We realize it may be inconvenient for the parent to have to write
out 2 checks, but we have found this is
necessary to keep accurate
records. Please read Section Titled, “Helpful Hints on Ordering Equipment”
before next
week’s class. This explains the whole procedure for
you! On the
Duplicate Equipment Order Sheet/Book follow the
directions in the box. Don’t forget to record the size of
items! If you’re not sure, please ask
the instructor. Issue a
receipt only for items the student DOES NOT receive. Fill out all blanks on the receipt as they
correspond with the
information on the Duplicate Equipment Order Sheet/Book. These forms have examples at the top and are
designed to be self-explanatory, but if you have any questions please
ask!
J HELPFUL TIPS about EQUIPMENT
ORDERING J
NOTE: The
instructor will have most sizes of uniforms with him/her the first 3 weeks of
class, but equipment can be
ordered anytime & is usually available 1-2 weeks
after it is paid for & put on the Duplicate
Equipment Order Sheet/Book.
1)
Start
a new Duplicate Equipment Order Sheet/Book for
each class DATE. Fill out info
requested on top of form: Class Date,
Week# (of the session), Location (of class), and Instructor.
2)
Equipment
must be paid for at the time of the order.
Record the student’s name and only 1 equipment item (and the amount of
that item) per line. If the item is
received immediately, write down the same day’s date as is listed at the top of
the page and you are done!
3)
If
the item is not available immediately, please issue a receipt so they can pick
up their order the following week. The info requested on the receipt
corresponds with the date, page# and line letter# on the Duplicate
Equipment Order Sheet/Book.
4)
In
the weeks following when a student comes to pick up their equipment, they should
give you back the receipt with this important info so you can go back and
indicate on the bottom copy of the Duplicate
Equipment Order Sheet/Book the date the item is received. The green
copies of these Duplicate Equipment Order Sheets will
become your log of equipment orders made/received/outstanding. If all items listed on the receipt have now
been received, put the receipt in the $ envelope. If only some of the items are in, record those items on the Duplicate Equipment Order Sheet as received, and
then on the receipt cross off which items were received by the student. Then give back the receipt to the parent as
they will need this receipt until all items are in.
1)
Participation in the Donation Raffle is optional. The Donation
Raffle enables students to earn their uniforms & training
equipment. 100% of the raffle money
collected must be turned in and used towards equipment purchases (not for class
fees or testing fees.) Information will
be handed out around the 4th week of class (depending on length of the
session).
2)
When
raffle packets are returned treat them like equipment purchases. Make sure the front of the packet is filled
out in full detail. Record this info on
the Duplicate Equipment Order Sheet/Book.
We want this to be enjoyable for you as well as your child. If any problem situations arise, inform your instructor so that he/she can address it! Thank you for your help and support! We value our parent helpers and appreciate your input. Enjoy the program and we hope to see you back next session, have a great class!
If you have questions or comments, please speak with
your instructor, or call the office at (847) 759-0576! Fax (847) 759-0577 www.ChampionYouth.com
2nd & 3rd WEEKS OF
REGISTRATION
For
Previously Registered Students
1)
Students
who have already registered must be “signed-in” on either the (White) Pay
Cash Sign-in Sheet and pay the weekly class fee, or show their Prepaid
Card and be “signed-in” on the (Pink) Card
Only Sign-In Sheet.
2)
Have
students register the same as week #1 and remember to add their name
& payment made on the (White) Paying Cash or Check Sign-In Sheet. (Note: If they pre-pay in full, remember
that they will not sign in on the (Pink) Card Only
Sign-In Sheet until next week!)
AFTER ALL STUDENTS ARE
REGISTERED
1)
Every
student must sign in at every class.
After all students are signed in, do a head count and if it doesn’t
match the sign-in sheets, point it out to the instructor immediately and he /
she will do an attendance check.
2)
After
all students are signed in and while class is in session, use this time to
transfer the attendance from the sign-in sheets to the Class Roster. This list, made once the registration
weeks are over, lists all the students in alphabetical order and is used to
show their attendance and amount of class fees paid as well as equipment
purchases made each week.
3)
Sometimes
a student will forget his / her class fees for the day. On the
(White) Paying Cash or Check Sign-In Sheet
record it as an “OWES” in the class fee column. Give them a receipt stating “Owes Class Fees”, date it and remind
them to bring the fee next week. When “Owes
Class Fees” slip is brought in, make a note on the (White) Paying Cash or Check Sign-In Sheet
that the extra $ is for last week’s class.
We extend this courtesy once, after that the student & parent
must see the instructor before class begins.
4)
Students
can make up classes by taking two classes in the same evening. Remind them they have to sign in twice,
indicating that a make-up class is being taken. Make-up classes must be paid for.