25. SOP ROG & Junior Program Attendance Requirements
Standard Operating Procedure (SOP)
ROG & Junior Program Attendance Requirements
Purpose
To ensure precise attendance tracking, reliable roster management, effective communication between coaches and administrative staff, and accurate billing for all ROG and Junior Program classes.
- Attendance Taking
- The lead coach must take attendance mid-class, during ball pickup.
- Each player must be marked on the roster as:
- P – Present
- A – Absent
- Roster Management
- One roster is used for the entire month.
- Each class day (Monday, Tuesday, Wednesday, Thursday, Saturday) has its own clipboard stored in the designated clipboard bin.
- Player Absence & Automatic Renewal
- If a player is absent for the full month, they will not be placed on automatic renewal.
- This applies even if the parent does not send a cancellation email.
- Handling Unlisted Players
- If a player is not listed on the roster, the lead coach must write the player’s first and last name on the sheet.
- Writing in a name automatically creates a red flag for the Office Manager/Director to investigate.
- Investigation of Unlisted Players
- The Office Manager/Director will investigate all unlisted players to determine whether the child:
- Attended on the wrong day, or
- Is not registered in the program
- If a child is not registered, the Office Manager/Director will contact the parent to determine the correct class and clarify why the child was present.
- At BG: The Director will notify Gina, and Gina will follow up with the parent directly.
- Adding New Players
- New players may be added during the first week of the month and will be prorated accordingly.
- Players may not switch ball color once the month has begun.
- Roster Printing
- The front office staff closing on the last night of the month is responsible for:
- Printing the next month’s rosters
- Placing them on the correct clipboards for each program day
- Parent Communication & Billing
- If parents do not email the Office Manager/Director (Gina at BG) before the last class of the month, they will be billed for the full month.
- No credits or refunds will be issued.
- Parents are expected to follow the attendance and cancellation procedures outlined in this policy.