GX SKILLS:
CLASS COVER PROTOCOL
By establishing and following a clear class cover process, you can minimise the problems that come with
instructor cancellations and last-minute no-shows.
WORDS: LEISL KLAEBE
f you teach group exercise, or
manage those who do, the
question of what happens when
the regular instructor can’t show up to class
will be a familiar one. Without an established
process in place to address such
eventualities, it can also prove to be a
continual headache.
Let’s look at the 101’s of group ex cover
procedures – as well as some basic team
manners in relation to covering classes.
I
The GFM’s role
If you’re the GFM, you want your timetable
to run like a well-oiled machine. This doesn’t
mean that you should be frantically running
around behind the scenes to sort out
everyone’s problems: rather, you should be
empowering your team to take responsibility
for themselves.
Build a culture of ownership
As the GFM, you need to ensure that
everyone on your instructor team knows
that if their name is on a class, they are
responsible for teaching or covering that
class – not you, not anybody else. Reiterate
this regularly and make sure all new team
members are aware of this.
Build a culture among your team in which
their class is gold. Discourage covers and
encourage instructors to own their class and
their timeslot and be consistent with it. They
are not just the instructor that happens to
deliver that class: it is their class. Members
will come back to a class regularly when
they feel the instructor cares enough to
turn up for them every week. Occasionally
though, whether due to planned holidays or
unforeseen circumstances, even the most
diligent instructors will require cover.
Let Facebook do the hard yards
Set up a closed Instructor Facebook group
for your club’s instructors and relevant
staff. Create a protocol whereby this is the
primary method for finding covers. All team
members should be a part of this group and
check it regularly.
When a member of your team posts in
the Instructor Facebook group requesting
a cover, ask them to tag people who are
qualified to teach that program or who have
covered the class in the past.
Provide a contact list
Provide an instructor contact list with
teaching qualifications, phone numbers and
email contacts. Email this to your team and
pin it to the Instructor Facebook group so
it’s readily available. Keep this updated so
all information is current and new members
of your team are included.
Follow a process
By establishing a process, and making it
known to all team members, you will reduce
the problems and confusion that come with
instructor cancellations and last-minute no-
shows. The following steps form the basis of
a very effective cover process.
1. All covers must be confirmed in advance
with the GFM in writing.
2. The instructor that is getting their class
covered must also confirm with their
NETWORK WINTER 2017 | 43