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Keeping an Instructor File Toolbox

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How great is your record keeping of your instructors? Are you keeping up with consistent paperwork, evaluations, certifications and all the things that are required to run a successful and competent department? Record keeping of your instructors is a must. Get your files in place. A file folder for each instructor has to be in place for reference and proper paper trails. Certifications and CPR certification lapse quickly and you must have everything current. The following are must have’s in your instructor file toolbox:

PAYROLL SYSTEMS MUST HAVE PROTOCOL – have a document that describes the requirements of an instructor in order to meet a certain pay rate and ensure that each instructor is treated the same.

EVALUATIONS OF INSTRUCTORS IS IMPERATIVE – must have a professional evaluation form and all instructors must be evaluated annually.

KEEP EVALUATIONS CONSISTENT and have forms in files.

KEEP EMPLOYEE RECORDS IN THEIR FILE THAT ALSO INCLUDE:

  • OFFER LETTER SIGNED
  • ANY INCIDENT REPORTS
  • ANY COMPLAINTS OR POSITIVE WRITTEN ACKNOWLEDGMENTS
  • A COPY OF ALL CURRENT CERTIFICATIONS
  • COPIES OF ALL CERTIFICATES OF COMPLETION IN SPECIALIZED CLASSES
  • ANNUAL REVIEW AND EVALUATION SHEETS

C’mon Group Fitness — Take it to the next level and run your group fitness department professionally and consistently with updated files on all instructors that you may check and evaluate regularly.

Lori Lowell is the President of Group Fitness Solutions, LLC, and owns 8 Fitness Facilities in Virginia and Wisconsin. Contact her at lori@groupfitnesssolutions.com.

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Rachel Zabonick

Rachel Zabonick is the editor-in-chief of Club Solutions Magazine. She can be reached at rachel@peakemedia.com.

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