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Managing your Class/Program
1. Class/Program Rosters – A list of all course participants can be retrieved online
through our registration system, ActiveNet, or you may contact the front desk for a
roster. Please take attendance during each class/program meeting using an attendance
sheet verifying everyone in attendance is listed on roster. For a step by step process on
accessing ActiveNet, please see the section titled “ActiveNet” in this handbook.
2. Class/Program Cancellation – The contractor must contact the supervisor if there is a
need to cancel or reschedule a class/program. It is the contractor’s responsibility to
contact all participants to let them know of the cancellation. Failure to notify the
supervisor and participants in the event of a cancellation may jeopardize future
agreements with the City. If the class/program does not meet the minimum number of
participants pre-established by the instructor, cancellation may be considered within 6
days prior to the start of the class/program. It is the expectation that the instructors
check the class/program enrollment prior to the start of their class/program and discuss
with the supervisor if a cancellation should occur. If the decision is made to cancel the
class/program, The Parks and Recreation staff will contact all participants and process
3. Class/Program Changes – The Parks and Recreation Department alerts students to
changes in dates or class/program time by including class/program dates, holidays, and
planned absences in promotional materials and on their receipt. However, if the changes
occur after publication, instructors are also expected to remind students of deviation
from the regular class/program format with signs and verbal announcements at the
beginning and end of activity the week before the expected change.
4. No Shows – If a participant does not show up for the first class/program, please give the
participant a call to remind him or her of the next class/program, if you have multiple
class/programs. It is the participant’s responsibility to remember the
class/programs/camps that they have signed up for, but it is good customer service to
call your participants (phone numbers are printed on the course attendance sheet).
5. Refund and Satisfaction Guaranteed Policy – We stand behind the quality of our
programs. If a participant is not satisfied with a class/program for any reason after
attending the first program meeting, they may request for a full refund or transfer. After
the second program meeting they may request a pro-rated refund. All refund requests
must be made prior to the end date of the program. Refund requests for one-day
programs must be made 24 hours in advance.
6. Room Set-Up and Clean-Up – Each instructor is responsible for the class/program set-
up and clean-up of the facility and/or park site. Most facilities are equipped with tables
and chairs. If such equipment is used during a class/program, it is expected that each
instructor will stack all chairs and tables and put the equipment in the appropriate place.
The instructor should arrive early enough to have the room set-up by the class/program
start time and allow enough time after the class/program to make sure the facility is
cleaned and returned to its previous condition. Instructors are only allowed in the
facilities for the time reserved for their class/program. Each class/program is given at
least 15 minutes to set-up and 15 minutes to clean-up. If more time is needed, please
contact the supervisor and it can be discussed. Instructors are responsible for making
sure the facility is completely secure at the end of the class/program, this includes
checking any exterior doors located in your classroom.