Studio Leads & Staff Planning Classes Submitting & Managing Classes Marketing & Promotion General Studio Resources
Submitting Classes for Posting
Submitting Classes for Website
Please submit your class posting requests using Google Forms. This form is very easy to use. It can be accessed here.
ONLINE Class Guidelines
Online classes are approached differently than in-studio classes. Please click here to view a document on planning an online class.
Cancelling OR Postponing Classes
Please notify Tammie or Shelley if you want to cancel a class.
If you are postponing the class and have a new date already scheduled, please let us know. We will then notify all the students to give them the option of attending the new date. Again, please allow us to contact the students.
BARN’s Cancellation Policy
BARN’s official cancellation policy is:
This cancellation policy is at the top of the screen when they register AND in the registration confirmation email the participant receives after registering. It is also in the event reminder email that goes out 5 days prior to the class start date. This email is to remind the student that they have a class coming up and to provide the opportunity to cancel their registration in the appropriate time frame.
There are some classes or events that require a longer time frame to cancel registration in order to receive a refund. This may be due to the fact that you have a traveling instructor or the contract with the instructor states their time frame for cancelling a class. For these special situations, the registration form is programmed so that when the student registers they are required to check an ‘I understand’ box to be sure they understand that for that class BARN is deviating from the standard policy.
For example, some are 14 days prior to the class start date. This is so that the minimum number of students (and tuition) to hold the class will be maintained so that the class can go forward. Staff sticks closely to this policy. It doesn’t matter if we have a waitlist, we still expect students to adhere to the policy. The only exception to this is if the registration cancellation was due to a medical emergency. This reason is something we can’t really validate and don’t want to penalize a student because of it.
Please email your studio support coordinator to contact your students regarding anything to do with a posted class. This allows us to send it as an official BARN email. More importantly it allows us to keep a record in our database of all emails sent for the class, who received it and who opened it. This way, when a student contacts us we are able to trace the information that was sent to them. If you send it using a private email address, sometimes staff is caught unaware of an email thread sent personally by you and this impedes our ability to answer questions when they call or email us.
If an instructor would like to give any other information or support to the currently registered students, please allow the front office to email the students. This not only keeps the front office in the loop to better answer questions or inquiries but it also allows us to keep a database record of what was communicated to each student, whether they received the email and if they opened it. When it is done this way, each class has its own record in our database of what was emailed to the registrants. This method also ensures that emails to students are delivered to their in box. Sometimes when it comes from a random instructor email address it goes to their spam folder.
Please have the instructor email us the verbiage/email content they would like to send to students. Staff will create a draft email with that information and send a copy to the instructor or studio programming person for review and approval. Then staff will deploy the email. Emails will have the “reply to” set to go directly to the instructor. This way when students have a question for the instructor, it will go directly to them.
Thank you for your cooperation on this!
Handouts for Online Classes
Please have electronic handouts completed with your request to have the class published to our website. These documents should be emailed to your studio support coordinator.
It is important to include them in the request to publish the class to our website so that emails can be set up to deploy to the students with the handouts they will need to participate in the class. Please submit handouts as a MS Word Doc OR PDF. Handouts will be converted to a PDF. Even if your class is months away, please avoid sending them to your studio support coordinator at a later date as these electronic documents often get forgotten about until the last minute. Classes run smoother if all the “boxes have already been checked” and set up.
If you have questions, please contact your studio support coordinator.
Kits for Mailing to Students
Guidelines for Shipping Kits for Online Classes
Small: 8-11/16″ Long x 5-7/16″ Wide x 1-3/4″ High Cost: $10
Please calculate the cost of shipping separately from the materials fee when you submit a class for posting. This allows bookkeeping to separate out shipping fees from material fees. The materials fee and shipping fee will be totaled into the price of tuition for the student.
Student Rosters for Classes
Rosters for ONLINE classes: Rosters will be emailed to the Lead or Program Coordinator, the instructor and the Liaison/Zoom Host, a day or two prior to the class start date.
In-studio class event rosters are printed the day before the class. Rosters can be found in the studio mailbox on the upper floor by the big copier.
Important note: Please do NOT share student email addresses or phone numbers with instructors. If instructors want to contact students registered for their BARN class, please see Contacting Students for guidance.
We will contact students signed on the waitlist whenever there is a registrant cancellation.
We will also email waitlisted students if the class gets offered again at a later date. When the class is posted, we go back to the waitlist and send an email so that they have first dibs on signing up. Program coordinators and leads are added to that email so that you know the email was sent.
Wild Apricot Database
Studio Leads and Programming Coordinators, can be set up for view only access to our database. This will enable you to view enrollment for your classes or any contact information about a student. The contact information available (emails, phone numbers, financial information) is private and contact information should not be exported to instructors or used for non BARN purposes.
You will receive an email 7 days prior to the class reminding you to check enrollment. This will give enough time to either reschedule the class or cancel it if needed.
Please go through the front office to have staff contact the registrants in regards to any class topics. This is in order to maintain consistency and a professional front. It is always best to have the emails officially come from BARN rather than a personal email account. Staff uses the Wild Apricot database email features in order to track when emails were delivered and if the recipient opened the email. When it is done this way, each class has its own record of what was emailed to the registrants.
Admin Read Only Access is assigned after you have completed a 15 minute training. Please send requests to Program Director to [email protected].
Available Extra Rooms For Classes
Additional Rooms To Hold Your Classes at BARN
BARN has available three additional spaces to hold your classes. The Great Room located on the upper floor, the small classroom located on the lower level, and 2 outdoor classrooms under canopies. To reserve the small classroom, great room or tents for anything BARN related to your class, meeting or event, please contact your studio support coordinator to properly check for availability before you schedule with your instructors.
Serving Food Or Beverages for Any Event at BARN
Food and Beverage Policies and Guidelines
If you would like to serve food or beverages in your studio or at a studio sponsored class/event, please follow the guidelines found in this document. This information is important so that BARN complies with WA State Health Department and/or Liquor Board guidelines. Please contact Meghan Males at [email protected] to ensure a successful compliant event.
Summer Youth Programs Plan
- Contact: Program Director, Jess Henderson ([email protected])