The purpose of this section of our trainingmodules is to familiarize you to all that goes in to ourvery successful group exercise program. Our program inWL4 currently houses 2 group exercises studios, 22 classes, 14 class formats, 16 regular instructors, andseveral substitute instructors as well. With the additionof the Helios Plaza, we will have 2 additional studios andexpect 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 inJune of 2006 and the group exercise program hascontinued to grow since then.

BP W

elln

ess

Cente

rGroup Exercise Program

The number of different group exercise participants has grown insize over the past few years, witha 300% increase from 2006 to2008! The next slide shows in detail the participant numbers since 2006, And what is projected by the end of2009.

BP W

elln

ess

Cente

rGrowing Numbers

BP W

elln

ess

Cente

r

2006 2007 2008 2009 20091 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

Class Participant Statistics

Group exercise participant attendance iscollected 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

BP W

elln

ess

Cente

rTracking 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

BP W

elln

ess

Cente

rTracking Attendance

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 underthe shared drive in the group exercise folder

BP W

elln

ess

Cente

rUpdating the Group X Schedule

• 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 won’t cost the program.

– These may be videos, trial classes, or instructors willing to teach at no cost

BP W

elln

ess

Cente

rBreak Weeks

Quarterly in-services or meetings are held with allinstructors by the group exercise coordinator. These

arenormally held the week before a break week.

These meetings are normally held off-site at Sandy’sMarket where we cover the cost of lunch buffet for allattendees.

During these meetings we discuss everything fromupdating the phone list, code of conduct, issues andsafety, to planning for the next quarter.

This is also a great opportunity to meet and greet asmost of the instructors have busy schedules and nevermeet each other.

BP W

elln

ess

Cente

rInstructor Meetings

• 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 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

BP W

elln

ess

Cente

r Evaluating for Excellence

• 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– Instructor’s form– Variety– Music– Intensity– Motivation– Professional appearance– Approachability– Ability to show modifications

BP W

elln

ess

Cente

rGroup Exercise Survey

• 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

BP W

elln

ess

Cente

r Class Attendance Requirements

• 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

BP W

elln

ess

Cente

rInstructor One-on-One’s

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 theinstructor to be paid.

BP W

elln

ess

Cente

r

• 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\InvoicesB

P W

elln

ess

Cente

rInstructor Invoices

BP W

elln

ess

Cente

r CashCheck Invoice No. 30001Credit BP Wellness CenterOther 200 WestLake Park Blvd.

Houston, Texas 77079

RECEIPT

Customer Misc

Name Date 6/1/2009Address Bill Box# 32-xxxx-300632-02

City State ZIP Rep Jennifer DanielPhone FOB

Qty Unit Price TOTAL

1 35.00$ 35.00$

SubTotal 35.00$ Shipping

Payment Check Tax Rate(s)

Comments TOTAL 35.00$ Name Jennifer Daniel

SignatureDate

Payable Upon Receipt

Instructor Name

Description

Cardio Classes

BP Wellness Center - Creating a Culture of Wellness!

Office Use Only

Class Dates: May 21

6/30/2009

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.

BP W

elln

ess

Cente

rBudget

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 toparticipants 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 toan 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.

BP W

elln

ess

Cente

rCommunicating with Participants

An inventory of all the group exerciseequipment 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.

BP W

elln

ess

Cente

rEquipment