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Modular Program Planner Section 2

PROGRAM ORGANIZATION AND ADMINISTRATION

Introduction
The key to a successful program is organization, organization, organization. This section will delve into the world of organizing a sailing program; the formation of a program committee; the hiring of a staff; finances; boats; safety...all of the nitty-gritty details you will have to cover to ensure that your program is fun, safe and instructional. Remember, you are providing a product and service to a group of customers. When their tenure with your program is over, they should
leave satisfied. We know of only one way to ensure success: GET ORGANIZED!

Organization isn’t everything. Committees can meet, budgets be drawn up, boats be polished and a staff can be hired, but if you do not give some thought to the actual ADMINISTRATION of your program, you may never know who took what course, whether or not they paid, how many cotter pins you bought or why you needed them. And, most importantly, was your program successful? Did the students learn what they were taught? Did they have fun? Did you send 30 students out on Monday morning? Did 30 students return Monday afternoon?

We have already had these nightmares. Section 2 will not only help you get organized but is chockfull of samples: registration cards, medical forms, boat maintenance records, accident report cards, and some of “this” and a little bit of “that.”

We may not have included a certain “something” which you feel is necessary to the running of a successful sailing program. The MPP doesn’t pretend to know it all, only some of it. If you have a good idea for this section or think we have forgotten an important item, let us know.

Section 2 is designed to prompt your group to consider the many issues associated with running a sailing program. There is little prose but many ideas and actual samples for you to use. Lots of luck and smooth sailing!

Organizing a Program

You’re committed. You can’t exactly remember why you agreed to run a sailing program. Maybe the leader of your organization caught you at a weak moment. Or, in a fit of frustration you decided that your community or group needed a sailing program and if no one else would do it, then you would. It really doesn’t matter how you got here. What is important is that you are interested in organizing a successful sailing program and the MPP is here to help.

The Committee

Running a sailing program need not be a chore. It can be a great deal of fun and very rewarding. However, one person cannot possibly tend to the many chores that are associated with a sailing program. The first thing to do is to assemble an organizing committee to help you execute the many details.

How Many?

The MPP does not want to dictate the number of people you appoint to your organizing committee. Important considerations are: a group that can work well together, individuals who are committed and who will be contributing members of the committee. The committee should only be large enough to handle the various tasks associated with your sailing program. We suggest 4—12 people.

Who to Choose?

Pick individuals who have a specific expertise or interest. For instance, if you will be responsible for maintenance of equipment, find someone who knows about caring for boats. This section will give you a sense of the different skills and types of expertise you must harness to run a successful program.

What to Do?

Once you have selected your committee, schedule a meeting. This is an opportunity for your team to get acquainted and to discuss the issues your committee will have to address. Assign each committee member a specific task or responsibility. You may want to create working parties of 2—3 people to oversee certain jobs such as: a staffing subcommittee to interview prospective instructors or a subcommittee to design the program curriculum. Most of the issues your committee will need to consider are listed in this section. Each member of your committee should review Section 2 and Section 4 of the MPP.

Suggestions

1. Give your committee a name such as: Sailing Program Committee, or Junior Sailing Committee.
2. Appoint one person as chairman, if that has not already been done.
3. Appoint a secretary to record important decisions and to send out notices of meetings. In many organizations, the chairman and secretary will be the same individual.
4. Have an agenda for each meeting so you know exactly what will be discussed.
5. Plan your meetings at regular intervals and far enough in advance so committee members can be sure to attend. If possible, it is better to schedule a lot of short meetings than few long meetings. Your particular circumstances will guide you as to the length and frequency of meetings.
6. If you have deadlines, give your committee enough lead time. The committee members will probably be volunteers with other commitments and time constraints.
7. Don’t reinvent the wheel. If you are starting a new program from scratch, search out organizations in the local area that may be able to give you some helpful hints. If there are people in your parent organization who have run the sailing program in previous years, consult them and ask them to serve as ex officio members of your committee.

Topics for Everyone

Goals and Objectives
Once you have made the job assignments, the committee should discuss the goals and objectives of your program. The three most important objectives for any program are: SAFETY, LEARNING and FUN.

SAFETY is such an important issue that we have set aside space in this section and also devoted an entire module to safety. Section 4 is required reading.
LEARNING is what the MPP is all about. A major goal of any sailing program should be to teach the fundamentals of our sport to each individual.
FUN is an important ingredient. Don’t forget that in most instances a sailing program occurs during summer vacation or during an individual’s vacation from work. Several keys to a fun program are: diversity, organization, pace, imagination and innovation.
If you combine safety, learning and fun you are on the way to organizing a very successful program.

Other goals will vary from program to program. If you are having trouble identifying the goals and objectives for your program, develop a feasibility or market study. Here are some questions to answer:
* Identify your students. Are they children, adults, or both?
* Where will they come from?
* What do they expect?
* What is the time frame of your program? (1 week, 8 weeks, 6 months)
* What are the expectations of your parent organization?
* What type of product do you want to offer?
􀂃 Basics only
􀂃 A progression from beginner to advanced
􀂃 A course in navigation
􀂃 Racing
􀂃 Boardsailing
You must set specific goals and objectives for your program and you should address some of the questions listed above. The answers to these questions will dictate the manner in which you solve many of the problems associated with running a successful program.

Time
Whether you are launching a new program or maintaining and enhancing the quality of an existing program, give yourself plenty of time to organize. If your program is seasonal, start to plan in the fall for the next summer. If your program is not seasonal, plan 4-5 months in advance for the next session. If your program starts next week, don’t despair. There is enough simple information in the MPP to get you started.

Boats and Equipment
In order to run a sailing program you need boats and equipment. We will discuss two categories of boats, safety boats and training boats, as well as provide a list of suggested equipment.

Safety Boats
The first boats you need to secure are your safety boats. Generally speaking, small maneuverable outboards provide the best service and performance. Other types of powerboats such as inboard launches will also give adequate service.

Here are some important criteria to consider when choosing safety boats:
􀂃 A ratio of one powerboat to every 8—10 sailboats on the water
􀂃 Durability
􀂃 Designed for training uses
o Low freeboard
o Stability
o Maneuverability
o Performance in adverse conditions
o Towing
o Fenders
􀂃 Ease of maintenance – hull and engine
􀂃 Power requirements
o Towing
o Speed
o Economy
o Emergency transportation
One important consideration is reliability. During the course of a season, your safety boats will occasionally be out of service so be prepared to implement a contingency plan.

Training Boats

There are no right or wrong boats in which to teach sailing. Some boats are better than others, but the important objective is to get your students safely on the water learning to sail. The MPP will not attempt to promote one type of training boat versus another. Local conditions and traditions may dictate the boats you choose. Try to match the type of training boat you choose with the goals and objectives of your sailing program. Here are some considerations:
* Safety – self-rescue, non-turtling, positive flotation
* Suit the boats to the students
* Youngsters should have boats related to their size
* Adults should have boats relative to their agility
* Can be drysailed/moored
* Climate
* Parameters of program. If you plan a program with a progression you may want to consider several types of boats such as a single-sail pram, a two-person, two- or three-sail boat or a three-person, three-sail boat.
* Racing
* Navigation/Piloting
* High performance type boats
* Durability, maintenance
If you are in a position to purchase boats for your organization or able to influence a group of people who will purchase boats for your program, several steps should be taken before committing to a specific class or manufacturer:
* Research types of boats in your area. Contact other organizations, schools and sailing or yacht racing associations.
* Test sail any boats under consideration.
* Take into account future availability of hulls and replacement parts.
* Do the boats have a strong class association behind them?
If you must borrow boats or are looking to have boats donated, be sure they are safe, in good condition, and that the people loaning or donating the boats understand that they will be used in a training program.

Equipment

In addition to reliable power/safety boats and durable/forgiving training boats you will need other equipment to have a successful program. Some of the equipment listed below is necessary, and some will make teaching sailing easier:
􀂃 U.S. Coast Guard approved PFDs for occupants of all powerboats
􀂃 U.S. Coast Guard approved PFDs for all students, if not supplied by student
􀂃 Anchors and anchor lines
􀂃 Tow lines
􀂃 Radios – VHF, weather, CB
􀂃 Tools
􀂃 Spare parts
􀂃 Docks, floats
􀂃 Classroom
􀂃 Whistles
􀂃 First Aid kits
􀂃 Teaching aids – chalkboard, etc.
􀂃 Loudhailers
􀂃 Spare line
􀂃 Telephone
􀂃 Balls, frisbees, etc.
􀂃 Closet full of bad-weather activities
􀂃 Portable marks and ground tackle
Suggestion: Boats and equipment are essential to the success of your sailing programs. New and well kept boats will be treated with respect by the students. Therefore, appoint one person or, better yet, a small subcommittee to be responsible for this aspect of the program.

Staff
A competent staff is the cornerstone to creating a successful program. Selecting a staff is like choosing a winning team. The people you pick must be able to work well together and each individual’s strengths and weaknesses should complement the characteristics of his fellow staff members. A sailing program’s staff is ultimately the benchmark by which its success will be measured.
Your instructors represent the front line. They interact every day with the students. Their effectiveness as teachers, leaders, friends, and role models will determine whether your program is worthwhile and memorable. Choose your staff with great care.
BASIC CRITERIA
Here are the basic criteria you need to consider when hiring a staff:
* How many instructors should you hire? This will depend on the number of students you plan to teach at any one time, and their level of ability. A group of beginners will need more attention than a class of advanced sailors. Therefore, the teacher—to—student ratio should be higher for a beginner class.
* What type of instructors do you need? Your staff should be qualified to teach the level of skill you want your students to attain. You do not need a racing coach to teach your basic sailing course. Match your instructional staff to the goals and objectives of your program. If you have a diverse program, you may need instructors who are capable of teaching several levels.
* You, Parents. Kids. If you are organizing a program for youngsters, you need to hire instructors who like to work with children. Also, when hiring a staff to teach juniors or adults, you need to consider the needs of the organizing committee, the parents, and the students. The desires of each group are not necessarily the same. We are discussing needs in this section. However, you must be aware of the parents’ expectations of the program, curriculum and staff. So too, the children’s desires should be given a lot of credence. The best way to identify parents’ and children’s needs is to separately meet with each group. Listen to their goals, objectives, expectations and wishes. You can never please everyone, but you can listen.
   
Qualifications

You need to decide what skill levels you are looking for in each instructor you hire. Every member of the staff should have certain attributes: a basic knowledge of sailing, respect for employer and fellow staff, awareness of the importance of safety, desire to teach, enthusiasm; and understanding of the general goals of the program and the need to serve as a positive role model. You may require that certain staff members have special skills such as leadership, administrative or racing experience.

Job Description

To help you pinpoint the exact qualifications you are seeking in each staff member, it helps to identify the specific job and responsibilities you expect them to perform. You should write a separate job description for every staff position you need to fill. For instance:
* Head Instructor
* Generalist
* Beginning Sailing
* Racing
* Boardsailing
* Piloting and Navigation
* Maintenance

Interview
When possible, a personal interview should be scheduled with each potential instructor. It is best not to overwhelm the candidate. Therefore, plan to have two to four committee members at each interview. At least one or two members of your staff committee should be present for all interviews. This will give the interview process continuity and will also enable you to assemble a team.
The staff committee should prepare for the interview by reviewing the candidate’s resume or letter and know for which position the individual is applying. They also need to prepare several relevant questions to ask the candidate. Ideally, the interview committee should formulate a core of specific questions for each candidate to answer. Every individual who applies for a job or participates in an interview with your organization deserves the courtesy of a written response, even if they are not offered a position. After you hire an instructor, draft a formal letter outlining the terms of employment:
* Compensation
* Time Commitment
* General Responsibilities
* Start and Stop Dates
* Miscellaneous (room and board, other benefits)

Chain of Command

The staff must understand the chain of command of your organization. To whom do they report? The head instructor? Program chairman? To whom do they speak if they have a problem with a student or another member of the staff? If a student or parent has a problem with an instructor, with whom should they speak?

Where to Find Instructors
* US SAILING’s Job Bank
* Neighboring sailing programs/organizations
* Colleges and universities
* Advertisements in sailing publications

Age
Before hiring a minor (an individual under 18 years of age) you should check with your organization’s legal counsel and/or insurance agent.

Meetings

Plan to hold staff meetings on a regular basis. The head instructor should lead a weekly staff gathering, and the program chairman should schedule a weekly meeting with the head instructor. Every sailing program in the United States is unique. Therefore, it is not possible for the MPP to tell you exactly how many instructors you should hire, what their qualifications should be, or the amount of compensation to offer. The staff you hire will reflect the quality of your program. In many ways, the staff is your program. A great staff can take mediocre equipment and poor organization and create a successful experience for the students.

Finance

Anyone responsible for organizing a sailing program will have to deal with finances. Good sailing programs need not be expensive to run or difficult to finance. Given some thought, imagination, enough time and desire you will be able to overcome most financial hurdles. Simply put, financing represents the working capital or funds you need to get your sailing program
underway, whether it is your 25th season or your first. If your program is well established, there should be a financial structure already in place. Organizers of years past had to deal with the unique cash flow problems associated with running
your program. Confer with these people. They will be able to answer most of your questions. If you are undertaking a major capital expense such as purchasing new boats, you may be charting new financial waters. Read on – the following paragraphs may help. Anyone who has decided to start a new program must give serious consideration to financial matters. Where will the seed money come from? How much money will you need to get through the first season or at least keep you alive until the first tuition checks arrive? Potential sources for new money are: A parent or affiliated organization such as sailing or yacht club, park and recreation department, college or university, YMCA, boat or sailboard dealer. If you will be affiliated with one of these groups, they have a vested interest to see that you succeed and may provide you with the initial funds.

Other sources for money are: donations (cash and/or equipment), bank loans, corporate sponsorship, fundraising events, donations in kind (time or equipment). Another option is to create a charitable organization 501(c)(3) IRS designation which enables you to accept donations of cash and equipment. The gifts are then a tax deduction for the donor. To ascertain the pros and cons of creating a charitable organization, seek the counsel of a tax attorney or an accountant. One good way to help solve any financial concerns or problems associated with managing a sailing program is to ask someone who is comfortable with money matters to serve on your organizing committee.

Budgeting

For most sailing programs the major source of income will be tuition. Therefore, you must create a fee structure that will cover all of the program’s expenses. To create a budget, first make a list of program expenses. Then estimate costs. If you have the previous year’s financial statements, you can create a very accurate budget. Otherwise, you may need to combine research with good “guesstimating.”

To figure tuition, add expenses/costs and divide by the number of students you expect to enroll. You may want to inflate the fee to create a profit or a cushion. Here are some of the items to consider when developing a budget:
􀂃 Salaries
􀂃 Payroll Taxes
􀂃 Repair & Maintenance – Floats
􀂃 Repair & Maintenance – Boats
􀂃 Equipment Replacement
􀂃 Telephone
􀂃 Racing Team Expense
􀂃 Program Fuel
􀂃 Insurance
􀂃 Entertainment
􀂃 Postage/Printing
􀂃 Administrative Services
􀂃 Housing
􀂃 Lunches
􀂃 Training Aids
􀂃 Awards
􀂃 Miscellaneous
A sample breakdown of salaries might be as follows:
􀂃 Program Director
􀂃 Regular Instructor
􀂃 Regular Instructor
􀂃 Boardsailing Instructor
􀂃 Racing Team Coach
􀂃 Assistant Racing Team Coach
􀂃 Equipment Repair Person
􀂃 Other Instructors
 
Insurance

This information is a general review of most of the insurance coverages that should be considered annually. It is recommended that a separate committee be responsible for this and that legal counsel be consulted in conjunction with this review. It is also suggested that an insurance representative be consulted to further explain the coverages, as they sometimes differ from state
to state. The first consideration is the “Named Insured.” You want this as broad as the insurance company will allow – the organization, its officers, directors, members and volunteers, if possible. Your legal counsel and insurance representative can assist with this.

Package Insurance

Property
This coverage provides protection for the “Real Value” of property owned by the organization. Coverage may be provided for “Replacement” of the property, or the “Actual Cash Value” of the property at the time of loss. Consult your insurance representative concerning the types of perils to be covered and the cost. Items to be considered under this section are:
* Building – architects, contractors, property appraiser or insurance representative may be of assistance in calculating the approximate cost to rebuild structures that are owned by the organization.
* Contents – All the property that is inside and owned by the organization.
* Inland Marine – The property that is owned by the organization but not restricted to the clubhouse property. This could include trophies and two-way radios.
* Other Property – Be aware of property that is being borrowed from others such as stereos, televisions or other articles of high value, e.g. VCRs. An uncovered loss of borrowed property is embarrassing. Make a decision whether you want to insure floats, ramps and the like that you own and could not “afford” to be without in order for the organization to function properly. Determine if the building glass (windows, glass doors) is “automatically” covered or must be specifically scheduled.

Liability
This coverage is important. Generally it provides payment on behalf of or in reimbursement for situations where the organization (Named Insured) is found to be legally liable for a situation that has caused bodily injury to someone or property damage to something that is not owned by the organization. Again, consult your insurance representative, as there are exclusions. In most
situations, other liability insurance is available to provide protection. How much liability insurance should you have? Generally, you will want enough to protect your assets: real, fixed and future. With the court settlements we read about today, nobody can say one million dollars in protection is enough or too much. The type of coverage suggested is Comprehensive General Liability, including “Broad Form Comprehensive General Liability” coverage. This should be further explained by an insurance representative. For higher limits of liability you should consider an “umbrella” policy.

Commercial Hull Insurance
This provides coverage for your boats. As with the property coverage, be sure to understand whether payment in the event of a loss is on an Actual Cash Value Basis,” Replacement Cost or “Agreed Amount. The insurance representative should explain.
Note: It should be decided by the Board of Directors or similar responsible people and the decision made clear to all as to the organization’s responsibility to owners of boats borrowed by the organization or its members. Whether for a day or a regatta, goodwill can be lost when the owner comes to you for payment of the deductible or all the damages. For certain events, coverage is available through US SAILING’s Borrowed Boat Insurance program. Bear in mind that hull coverage should include auxiliary equipment such as sails, life jackets, trailers, engines, etc.

Workers Compensation
This is charged by payroll for one’s employees. In most states this is a mandatory coverage. It provides benefits to your employees who are injured while working for you. This could also include subcontracted work. Have the insurance representative explain your responsibility to those individuals that you hire to perform jobs or subcontract, unless you obtain evidence that those subcontractors have their own worker’s compensation coverage. Try to include “volunteers” and the “all states endorsement.” Recently, congressional legislation was passed that changed the eligibility of those employees who qualify for the Longshoremen and Harbor Workers Act. Current workers compensation policies should be examined, if you have this coverage. As it is expensive, ask the insurance company if it should be included.

Automobile Hired and Employee Non-Ownerhip
We recommend that the purchase of volunteer automobile non-ownership coverage be written in conjunction with this insurance. The premium basis is the total number of volunteers who “regularly” use their own vehicles for transportation in connection with programs sponsored by the organization. The cost of this coverage is rated by the number of regular volunteers, subject to a minimum of volunteers, or dollar minimum. It is inexpensive for the protection provided.

This coverage is extremely important for the protection of the organization, because the volunteer drivers for group trips may be legally construed to be acting as agents on behalf of the organization, making the organization ultimately liable for part, if not all, of their acts as such. This coverage, like the employee non-ownership coverage, protects only the organization’s liability, not the liabilities of the driver or owner of the vehicle. The owner’s protection for individual negligence would be provided under the individual’s own automobile liability policies.

Protection and Indemnity
This is a form of bodily injury and property damage liability protection for the ownership and use of boats on the water. The previously discussed liability insurance does not provide adequate coverage for accidents that occur on the water.

Regatta Liability
Available through US SAILING, this provides bodily injury and property damage coverage during a racing event. Contact US SAILING for more information.

Directors and Officers Liability
Your legal counsel and insurance representative should be consulted for an adequate explanation of this coverage.

Public Relations
Don’t overlook the value of setting up a comprehensive public relations plan for your sailing program. There are four groups you will want to communicate with regularly: (1) students, (2) parents (if yours is a junior program), (3) community and/or membership of your organization, and (4) press. Communications can take any number of forms, depending on your audience.
1. Students
You need to give students pertinent information such as dates of program, fees, equipment needed. Use any combination of these devices:
* Direct mail
* Telephone call
* Advertisements
* Poster
* Articles in the local paper
* Informational meeting
2. Parents
If you are organizing a program for youngsters it will be important to communicate with their parents. Always keep the parents well informed and give plenty of notice, as many parents are juggling schedules of several children. In addition to the above mentioned devices, two good ideas for public relations with parents are:
* Design a handbook outlining the pertinent details of the program.
* Schedule one or two meetings when parents can ask questions and speak with the program organizers. Send important information directly to parents. Children will often forget to bring a flyer home.
3. Community
Keep the community and membership of your organization informed about your program. These people may be able to provide support (donations, boats, guest lecturers). The only way to pique their interest and successfully tag this group is to mount a public relations campaign. Articles in the local paper and newsletters are just two ideas.
4. Press
Enlist the support of your local and regional newspapers. Several articles a season discussing the various activities your program offers the community will give your program a great boost and may help you get support you didn’t even know existed. Call your local paper and ask to speak with a sports reporter or community affairs editor. This contact may lead to many good articles. Communication is a big enough job that one member of your organizing committee should be given this responsibility.

Maintenance
The maintenance of equipment and facilities can be a problem for sailing program organizers. Training boats in disrepair, engines that do not start and docks with splinters will destroy the potential success of any program. In addition to dampening the fun of teaching and learning how to sail, poorly maintained equipment is a safety hazard that could eventually lead to an accident.
However, maintenance need not be a thorn in your side. A comprehensive maintenance program is easy to design and implement. Following are several ideas on how to cope with the upkeep of your facilities and equipment.
1. Organization
Appoint a member of your program committee to take charge of all maintenance issues. If you have a large facility and many boats, there may be enough work for a separate equipment and facilities committee to manage.
2. Strategy
Three strategies of any successful maintenance program are:
1) Identify and remedy major items to be fixed during your off-season
2) Be prepared for the everyday problems that will arise during your active season
3) Institute a regularly scheduled maintenance check of facilities and equipment.
3. Personnel
The size of your facility, the amount of equipment you own and the length of your sailing season will determine the type of maintenance staff you need. It may be appropriate to have dedicated maintenance personnel, or you may want to hire a sailing instructor who can double as a part-time maintenance person.
4. Log
Create a log listing the facilities and equipment. In the log, track the condition of each item, its maintenance schedule, and what type of work was done. In addition to providing a record of what was done and what needs to be done, a detailed log will help you defend yourself should anyone question the condition of your equipment. Certain equipment, e.g. every training boat and powerboat, should be monitored daily throughout the season. Daily status reports should be part of your master log.
Examples of Items in the Log
􀂃 Building and grounds
􀂃 Docks and Floats
􀂃 Ramps
􀂃 Hoists
􀂃 Training boats
􀂃 Power/Safety boats
􀂃 Teaching aids
􀂃 Radios
Each program has unique maintenance requirements. Seasonal programs allow most major repairs to be performed during the off-season. A year-round program may require a rotation system so certain equipment can be serviced without disrupting the daily routine. Whether your program is seasonal or year-round, its success will rest on the effectiveness of your maintenance program.
Safety/ Accident Management
Safety is an integral part of any sailing program. Even the best organized program faces the inevitable risk of an accident. Accident management must be discussed before the program starts. Draw up a set of accident procedures and reactions for the staff to follow. This will help you minimize your liability.
Note: Section 4 provides a detailed discussion of safety procedures, accidents and injuries associated with a sailing program.
Following are some suggestions.

Equipment
As we discussed in the maintenance section, all training boats and safety boats should be checked after each class and again at the end of the day. If a boat is determined to be unsafe, it must immediately be taken out of use and fixed before it is returned to service. Any repairs made to equipment should be entered in a log book.

Injury
A procedure to deal with any injury must be established before the program starts. Your staff must know how to react to different situations and who to contact. A medical form for every student and staff member must be on file, with appropriate emergency phone numbers. If your staff is properly trained, they may be able to administer to minor cuts and bruises. If the injury is serious, the individual should be brought to the local emergency room. The staff member must remember to bring the student’s medical form, as this will help the hospital staff.

Accident Report
A procedure for reporting any accident, minor or major, should be enforced. An accident report form must be filled out and delivered to all concerned parties. The accident report will establish the facts as they occurred and the actions taken by your staff while dealing with the accident.
Suggested Procedures
􀂃 Emergency numbers posted next to all phones
􀂃 Student medical forms on file in central location
􀂃 Check all equipment daily
􀂃 Keep maintenance log

Administration Student Registration
Registration will provide you with the pertinent information you will need concerning each student. Registration can take place by mail; however, it is a good idea to set aside a time for personal registration at the beginning of your program. This enables the student to meet you and key staff members. And if you are running a junior program, registration day is a great time for
parents to come and visit the facility and get their questions answered.
There are two important forms each student must complete and return to you before they can enroll in the sailing program.
1. Registration Form
The registration form should accompany the information packet you send to prospective students. The form should ask for pertinent information (see samples) and state the fee. If yours is a junior program, you must require that a parent or guardian sign the registration form. These forms should be kept in an accessible location.
2. Medical Form
Each student must complete a medical form. This form will alert you to the presence of any chronic medical problem, such as allergies, and will be indispensable in case of an injury. The medical form must be kept in a central file, easily accessible to staff in an emergency situation (see samples).
3. Waiver Form
You may want your students to fill out a waiver form. Several examples are included. Check with legal counsel.

Student/Parent Information
You need to design a pamphlet or informational package that can be sent to all prospective students. This publication need not be long, but it should be very informative and can be a sales piece. Remember, you have designed a quality product – don’t forget to sell it! The information package should include:
􀂃 Program dates
􀂃 Description of courses you will offer
􀂃 Brief description of staff members
􀂃 Equipment available for program use
􀂃 Purpose/objectives and goals
􀂃 Fee structure
􀂃 Equipment you expect students to provide
􀂃 Names and telephone numbers of organizers
􀂃 Eligibility
􀂃 Enrollment procedure
􀂃 General information
􀂃 Registration form
􀂃 Medical form
􀂃 Program Policy and Rules

You may want to enhance the information package with more material concerning the specific rules, regulations or goals that pertain to your program. A junior program may require information designed specifically for the parents to answer their concerns. No matter which format you choose – pamphlet, letter, printed brochure – it must be informative, easy to read and inviting.

Record Keeping

Maintaining accurate records is an important aspect of administering a sailing program. You need to keep track of many items throughout the course of your season, from people to cotter pins. Record forms should be simple to complete, easy to read, and readily accessible for those who will need to use them. Following is a list of the records you should consider keeping:
1. Master List
This is a list of the individuals enrolled in the program. Include addresses, telephone numbers, fee payment, class assignment.
2. Class List
Each class should have its own list with phone numbers and any special information.
3. Attendance List
From the class list make an attendance list for each class, so you have an accurate record of who attended classes on a particular day.
4. Progress Record
Create a system to record each student’s progress. Various systems are available and include wall charts, report cards, etc.
5. Maintenance Log
Make sure your maintenance log includes safety boats, training boats, general equipment, and safety equipment.
6. Expense Report
All staff members who are authorized to make minor purchases for the program should fill out an expense report stating the item purchased and its price.
7. Travel Report
Instructors taking students on a trip should fill out a travel report. This report should include: an itinerary with name and phone number of host and an expense account for reimbursable expenses.
8. Don’t forget these forms:
Registration
Medical
Accident

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