Group Exercise Instructor Manual
Aberdeen Petroleum Club would like to welcome you to Kippie Lodge and express how pleased we are that you have decided to become part of our impressive team of group exercise instructors.
We aim to provide a professional and personal service to all of our members in Aberdeen’s only Member owned club.
With a large, varied and fun packed programme, we cater for all ages and abilities of members including family members.
In the following manual you will find all the information you require to be an effective Group Exercise Instructor (GEI). There are details on how you get paid for your classes how the Kippie team are here to support you.
We hope you find this manual of use and please feel free to ask any member of the Kippie team, if you are unsure about any details or have any questions.
Please sign and return the agreement at the back of this manual to confirm that you have read, understood and agree to abide by these guidelines.
Pre-COVID-19, Kippie Lodge offered 140+ classes to members each week, across 40+ different disciplines. Our Group Exercise timetable caters for all ages, and abilities using various facilities such as studios 1,2,3, pool, gym & tennis courts as well as the Learn to Swim Programme, tennis and golf coaching.
Click here to view the current timetable. For class descriptions – see appendix 7. Examples of our regular classes includes:
BODY AND MIND
- Chair-based Yoga
- Hatha Yoga
- Les Mills Body Balance
- Mindfulness Yoga
- Pilates (Beginners-Advanced)
- Pilates in Motion
- Vinyasa Yoga
FITNESS AND AEROBIC
- Aqua Circuits
- Aqua Deep
- Aqua Zumba
- Cardio Tennis
- Fatburn Extreme
- Indoor cycling/ RPM
- Intermediate Step
- Les Mills Body Attack
- Les Mills Body Combat
- Les Mills Body Step
STRENGTH AND TONE
- Abs Blast
- Barre Fitness
- Gym Circuits
- HIIT / HIIT Strength
- Les Mills Body Pump
- Les Mills Core
- Step & Conditioning
- Cardiac Rehab
- Interval Training for Seniors (ITS)
- Physio Pilates
- Beginners Karate
- Hip Hop Dance
- Kid’s Karate
- Learn To Swim (LTS)
- Rugby Tots (2-3, 4-5yrs)
- Yoga Bugs (5-10yrs)
- Youth Yoga
- Youth Gym
2.1 ONLINE CLASSES
All zoom classes are managed through our Kippie.life platform. A training video is available if required to show you how to log in etc. If any additional support is required, email email@example.com
Check your allocated studio/zoom account.
Log into zoom and the Kippie.life site as the appropriate studio
Instructors and members access the online classes via the dashboard, timetable link by clicking the appropriate class day and time.
A password may be required e.g. KLife
- firstname.lastname@example.org is used for Block Bookings such as Physio Pilates
- Online1 is available for instructors to record taster sessions etc.
- All classes will record automatically.
- All recordings are stored onto the Kippie cloud
- All members will be muted with camera off when they join.
- Members will switch their camera on prior to the class starting to allow Instructor to correct technique where required.
- As Host you are required to pin yourself to avoid any images of members in the recordings.
Instructors must end their session
2.2 ONSITE CLASSES
Everyone who attends Kippie Lodge MUST check in/out using our Virtual Check In software.
For full details, how to register, see appendix 1. Once registered, upon arrival at Kippie for every visit,
Using a mobile phone camera, you scan a QR code to check in/out. Designated colour zones are in place e.g. Sports complex = blue, Lodge/s2/3 = red, Hair & Beauty = Pink, Tennis & Golf = Green.
Access to studio 1 in sports Complex, adhere to COVID processes in place e.g.one way system in place walk around the outside of the front of the building, socially distancing as required on the blue footprints. Scan Blue zone and enter via side fire exit.
After the class, exit through the studio double doors and turn right, scan to checkout at fire exit before departing.
Access to Studio 2, Instructors are required to scan in and out of red zone/ Lodge and adhere to current guidance.
Click the link below to watch the video for current guidance.
It is important that you complete the VCI process for every class, as it will be used to confirm your timesheets/invoices and most importantly for fire evacuation procedures or in the event of a positive COVID case.
3.1 INSTRUCTOR CONSENT
Due to the COVID-19 pandemic the delivery of group exercise has evolved. Kippie have adopted the CIMSPA Industry Guidance
Instructors are required to provide their consent for us to stream, record and store the class recordings and whether you consent to the classes being uploaded on the site for members. (See appendix 2)
Kippie Lodge would appreciate it if all instructors consented to uploading a recording onto the Kippie.life library. This would allow us to frequently rotate and feature a variety of classes and instructors. It provides members the opportunity to try one of your classes, at their convenience or if they are unable or lacking in confidence to do so in person.
Some Instructors have agreed to also provide a generic recording that can be used short term in the event of an emergency, sickness etc to avoid cancelling your class.
Other instructors have also recorded a block of sessions to be available. Any time taken for a recording will be paid accordingly.
Kippie Lodge control access to the members site by creating /adding and deleting members appropriately.
Kippie Lodge can also monitor the number of views and ensure that suitable remuneration is processed. We appreciate your ability to adapt and support on this matter during this period of uncertainty and reliance on technology.
3.2 KIPPIE ONLINE CLASS WRITTEN DISCLAIMERS
As members log onto the digital kippie.life platform, they must agree to the following statement to continue to participate in the class. This also contains any additional specific links to Instructors classes.
By choosing to participate in the Kippie Lodge online sport and physical activity session by qualified Instructors, the participant/member accepts that they undertake and engage in the session without supervision, at their own risk. Members participating are encouraged to exercise common sense and always seek the guidance of a medical professional before undertaking any form of online sport and physical activity. Participants with pre-existing medical conditions, injuries or disabilities that may affect their ability to participate in the online sport and physical activity session, should seek medical advice and obtain written confirmation for their suitability to take part, before participating. Where sessions are live or only accessible by participants at the discretion of the qualified Instructor it is the responsibility of the participant to make the Instructor or Kippie Lodge aware of any conditions, injuries or disabilities prior to participating in the online sport and physical activity session by emailing Instructors@kippielodge.co.uk. An annual Physical Activity Readiness Questionnaire PARQ form MUST be completed prior to participating in any Kippie Lodge sport and Physical activity sessions.
3.3 KIPPIE VERBAL DISCLAIMERS
Verbal disclaimers will be on Kippie.life site. From May 2021 Members must tick to agree they have listened to the verbal disclaimer video on a regular basis? This will automatically pop up and require agreement.
- Instructors MUST clearly outline the target audience, the duration of the online sport and physical activity session and the nature of the session referring to aspects such as the intensity and participant requirements, prior to starting delivery. All class durations and descriptions are available at www.Kippielodge.co.uk (See appendix 7)
- Members MUST have read and understood the Kippie Lodge written disclaimer, participants who have not done this MUST pause participation and immediately consult the disclaimer. You MUST only take part in your session once they have read and agree to the terms and conditions outlined within the disclaimer as an active Kippie Member.
- They undertake and engage in the session without supervision at their own risk. Please remember to take regular breaks for rest and hydration and ensure you have suitable and sufficient surrounds available?
- If you do sustain an injury or become unwell during your sport and physical activity session, they should cease to participate and seek medical advice before continuing in the remainder of the session.
- Kippie Lodge is not liable for any injury or harm the participant sustains as a result of the sport and physical activity session.
- Members are encouraged to exercise common sense and always seek the guidance of a medical professional before undertaking any form of online sport and physical activity.
- Participants with pre-existing medical conditions, injuries or disabilities that may affect their ability to participate in online sport and physical activity sessions, should seek medical advice and obtain confirmation for their suitability to take part before participating.
- Participants who have not gained this MUST cease to participate until such confirmation is acquired.
- Participants must make the Instructor aware of any conditions, injuries, or disabilities prior to participating in the online sport and physical activity session. This can be done via private chat, verbally or by emailing Instructors@kippielodge.co.uk
As an instructor, you are required to verbally inform members e.g.:
- Nature of the session referring to aspects such as the intensity and participant requirements,
- Target audience, the duration of the class
- Equipment required prior to starting delivery.
- Request to be informed of any conditions including additional injuries.
- Suitable environment and comfortable clothing etc.
- Unmute use chat function etc.
All members are required to complete an annual Physical Activity Readiness questionnaire (PARQ) (see appendix 3) This is located on their individual profile on Kippie.life site. Members are also responsible for informing Instructors of any conditions or injuries prior to participating in physical activity. Management can access PARQ Data in the event of an emergency.
3.4 FIRE EVACUATION PROCEDURES
On hearing the fire alarm, which is a continuous siren sound, please stop your class immediately. Ask the members to stay calm and follow you to the nearest available exit. Take the class register with you, please leave the building and go to the muster point in the main car park at the muster point sign.
If you are teaching in Exercise Studio 1, leave at the nearest fire exit, either the side or out through the one-way exit route.
If you are teaching in the Lodge in Exercise Studio 2/3, leave the lodge through the studio fire exit and up the steps at the side of the building, and up into the car park.
Once at the designated meeting point you should stay with your class members. The Fire Marshall (Duty Manager) will check that everyone is present and inform the fire brigade if anyone is missing when they arrive.
3.5 FIRST AID
Do not leave the class unattended at any time. If you require assistance, please ask a member to notify reception, ask for the Duty Manager/ First aider to attend.
An accident form must be completed for every accident/incident. A Kippie Lodge colleague will carry this out at the time of the incident.
For our records, please declare in section 8, if you hold a valid qualification.
3.6 MANUAL HANDLING
All Instructors and colleagues are asked to adhere to manual handling guidelines and only set up/down any equipment you have been trained to do so. If you require any training, please notify reception management team.
3.7 DUTY OF CARE
You must take all reasonable steps to ensure that the health and safety of your participants and colleagues is not compromised at any time.
4.1 DRESS CODE
Your personal appearance as an instructor is important. Please ensure you are wearing appropriate clothing and footwear, which projects a professional image at all times.
When communicating with members you need to be aware that you are representing Kippie Lodge.
Please be polite, friendly and as approachable as possible when interacting with Members.
Always encourage feedback after your class but be aware that there may be a class waiting to enter the studio after you. In this instant, invite the member to come to the Lodge where you can sit comfortably and deal with their questions, or direct them to reception to capture their comments. (adhering to Covid restrictions where applicable)
If they have a more general question regarding Kippie Lodge please refer them to a member of sports complex reception team who will be happy to help.
4.3 GENERAL BEHAVIOUR
You are expected to behave as any other member of Aberdeen Petroleum Club, failure to do so may result in termination of your services.
5.1 MEMBER BOOKINGS
Bookings open, 1 week in advance at 07:15 daily. Members can book:
- by clicking the class row on the timetable on Kippie.life site
- by telephoning 01224 734747 or
- by visiting the online website directly Booking System - Kippie Lodge.
All cancellations can currently also be made via the above methods.
(Please note the booking system password may be different to a members Kippie.life password.)
Due to COVID, Kippie Lodge are currently not operating any manual paper waiting list for any classes. This will be regularly reviewed.
5.2 KIPPIE LIFE SITE (kippie.life)
As part of your enrolment onto the site as an instructor, you are required to upload a photograph and insert class descriptions of your disciplines that you teach.
Kippie.life Member’s site we strongly encourage any official communication such as class cover should be discussed through the Instructors ‘feed’
As an instructor, you will enrol on the kippie.life private members hub. This allows you to communication with all our other class instructors as a group or individually as well as to the reception team or Sports & Wellbeing Manager.
A member of Kippie Team will check the site on a daily basis and if a response or any action is required this will be done within 48 hours.
Should you wish to speak privately with the Sports & Wellbeing Manager, you should request this directly through a private message or alternatively through the reception team who will liaise with the Sports & Wellbeing Manager to arrange an agreeable day and time.
You are encouraged to request members to follow you on your group page to build a rapport.
In the event of any technical difficulties or need to update members about a class, this can be done through your individual group to your followers.
Registers are printed 15 minutes prior to each class commencing by the receptionist. Classes taking place in the sports complex will be placed in the studio by reception (With exception of Gym & Cardio- instructors, collect, record and return registers). Registers for classes taking place in the lodge studios must be collected by the instructors. During COVID we are no longer requiring members to initial the registers upon attendance, Instructors are required to do a role call and record accurately on the register prior to returning to reception.
Receptionists cross reference attendance with paper register and Xn/ Leisure Management System. Any additional attendees should be inserted into Xn to provide accurate no show and additional attendees data. Registers to be filed temporarily until further analysis completed.
Reception team log in to all zoom classes. They provide any support to members or Instructors. In the event you are having any difficulties, e.g. Zoom access, meeting ID’s etc. please phone reception or if you have accessed the meeting you can send them a chat message or talk to them directly if required.
Reception team will also taker a register and note the number of members in attendance.
The instructor MUST end the session at the end of their class at their allocated time.
5.4 CLASS COVER
Group Exercise Instructor / Coach process for advanced cover notice. Kippie Lodge would appreciate it if Instructors/Coaches could notify of any planned cover as far in advance as soon as possible when required. Instructors/Coaches can either email email@example.com or hand submit a form (See appendix 5 & 6). We would also welcome it if you could endeavour to arrange or initiate cover yourself and keep Kippie undated. If practical, Instructors must inform members 1 week in advance if they are unable to teach the following week and inform the members who will be covering the class.
As soon as cover is arranged the class schedule excel document and Kippie.life page will be adjusted to inform members without delay where possible.
In the event of a Group Exercise Class Instructor / Coach being unable to arrange cover required to teach their class at short notice/ on the day of a class,
Instructors/Coach MUST contact Kippie Lodge Reception on (01224) 734747 as soon as possible to communicate they are unable to teach. Reception will endeavour to get the class covered. Instructors/Coaches must state what their reason for non-attendance, expected duration and whether or not alternative cover has been attempted or communicated.
Last minute cancellation will however be noted and further investigation or action may be taken.
Use of closed social media groups Kippie Lodge understand that most Group Exercise Instructor/Coach cover is found through the Facebook groups. If this is the case, Instructors/Coaches must communicate this to Kippie Lodge by emailing firstname.lastname@example.org .
Any notification of which Instructors/Coaches have already stated they are unable to cover, should also be communicated to Kippie Lodge to prevent any duplications.
5.5 PROCESS FOR RECEPTIONIST TO ARRANGE COVER
For Group Exercise Classes, refer to the ‘Instructor Information’ excel spreadsheet stored securely on Sharepoint. In conjunction with the instructor individual form that will tell you their availability on that day and classes qualified to deliver. If you DO NOT wish your details to be stored, please notify the Sports & Wellbeing manager immediately.
As a minimum 3 Instructors must be contacted at all times. Receptionist to record as a note on the daily reception communication sheet in the class info section. Depending on time constraints, additional contact should be made to other instructors, including those listed to provide cover with an alternative solution. Consideration should also be given to colleagues on shift who may be able to assist with an alternative solution.
If a physical instructor is not available, consideration should be given, and arrangements made to upload a recording on the dashboard as an alternative if consent has been granted to do so.
No cover is possible for Tennis or Golf Coaches. In the event of Learn to Swim cover being required, this is managed by Julie Welsh, Learn to Swim Co-Ordinator and Reception should contact her.
5.6 LESS THAN TWO HOURS’ NOTICE
In the event that less than 2 hours’ notice has been provided, after contacting 3 Instructors/ coaches, with no success (Do not leave voice mail), arrange for a
recording to be uploaded by contacting email@example.com or last resort, cancel the class.
Courses and blocks involving Learn To Swim, Tennis and Golf will involve Coach discretion prior to cancellation. Reception will assist to notify attendees 72 hours / 3 days prior to the block commencing. On occasion they may be cancelled with less than 2 hours' notice as weather or facility dependent.
All instructors’ personal emails and mobile numbers are stored securely to assist receptionists. At this stage, Kippie Lodge will not notify the ‘regular instructor’ who is covering their class, nor will they contact cover instructors arranged by the ‘regular instructor’. All parties involved must check the details are correct in advance on Kippie.life if any adjustments are required.
If the class is cancelled, Kippie Lodge receptionist shall notify the assigned class instructor and all members that are booked to attend.
Process to notify booked members not to attend.
Print register, remove class from Leisure Management System (XN) and sync website to prevent any further members booking. Apologies for any inconvenience that may be caused and direct members to the Kippie.life site for recordings as an alternative.
Receptionists contact members on register noting e.g. tick when called, Left Message, No Reply etc. When all members contacted, register is disposed of securely. In the event that further follow up action is still required; the sheet is placed in the bottom tray at Reception and communication log updated.
Kippie Lodge has made the decision not to post any cancellations on social media to avoid any unnecessary member negativity.
5.8 ATTENDANCE STATISTICS
All class attendances are recorded on the daily communication log. These will be reviewed when devising the next schedule to monitor current trends and shortfalls which may require changes.
A) The total number of classes ran,
B) Total number of classes cancelled,
C) Number of spaces booked but not attended
D) Number of spaces offered to members on the waiting list, (If applicable)
will be calculated and displayed every week to inform members. Additional details including reasons for cancellation and % capacity of class attendance etc. will be provided to Sports & Wellbeing Manager.
A nonattendance report is produced on a monthly basis to report names of all members who have not signed in or turned up. This is provided to the Management Committee every month for review. The number of incidents vary per person from 1 to 5+ each month. This will be monitored until a process is devised e.g. unable to book online, received email or phone call.
6.1 SETTING UP THE STUDIOS
Arrive early to set up your equipment. There is a minimum of 15min gap between all classes this is to allow setting up and down. This gives members the opportunity to talk to you before the class. And allows for colleagues to go in, clean and help with set ups where required as well as allowing for sufficient air flow turnover cycles between classes.
For health and hygiene reasons, instructors must politely remind all members to sanitise equipment before and after use. This includes use of any mats.
Enhanced cleaning processes are currently in place for all equipment and surfaces. If you have any concerns, please report to reception immediately.
Instructors and all class participants MUST wear a face covering while walking around any studios. They can be removed when in position to start exercising and must put the face covering back on as soon as the workout is complete prior to moving out of there allocated spot/zone.
6.2 AIR CONDITIONING
Kippie Lodge Studio 1 ventilation and extraction meets COVID requirements. At this time, additional natural ventilation is advised so Studio 1fire exit must remain open during all classes.
Studios 2 & 3 are set to come on before the first class and go off after the last. Temperature can be adjusted as required. Ensure it remains on for the next class and close doors after each class to keep the temperature constant. Colleagues are aware of classes requiring certain temperatures and they will endeavour to have these set for these specified times.
Additional ventilation is being installed to studio 2 to meet requirements to ensure a suitable temperature and air flow at the same time and is due to be in operation w/c/ 24th May 21. Studio 3 is not currently in use at this time for groups but can be used by an individual instructor to stream/zoom a class.
6.3 ‘HYBRID’ CLASSES
While class capacities are reduced, some classes that require minimal equipment, will continue to be streamed to members via zoom to participate in, in the comfort of their own home at the same time as the instructor is delivering the class in the studio.
All instructors will receive training how to operate the cameras in advance (APPENDIX 9).
e.g. Press CAMERA, In the top right hand corner press start, Press OBS, in the bottom left, press start virtual camera, Press ZOOM, Log on to zoom with the studio account, Press Google Chrome, Press KIPPIE.LIFE in the favourite tabs at the top, Log on to KIPPIE.life with the Studio log in, Scroll down till you find your class, Double click on the class, Press LAUNCH MEETING
Reception will ensure cameras are all switched on and ready for use with the appropriate software.
Studio 1 will log in as reception user automatically. Password reception01! Is required.
The cameras will allow specific positions to be pre-set so please ensure you know what number your setting is prior to the class commencing. The Kippie Life teal screens must be pulled over the mirrors in studio 1 prior to any class recording/streaming commencing. If any instructors require training on accessing zoom etc see section
6.4 MUSIC SYSTEMS & MICROPHONES
Please take care when using the music systems. If you detect any faults with the music system you must report this to the reception team immediately. Kippie Lodge encourage that all instructors use their personal individual microphone. If this is not possible, Kippie can supply a microphone cover for your individual use.
If you require assistance, please speak to a colleague at reception. On completion of the class, the music system should be switched off at the switch and wall where possible, unless the instructor is teaching immediately after the class? You MUST return the microphone to reception in order that they are ready for the next session.
At this time, Instructors are reminded to keep music levels as low as possible to discourage any raised voices. Studios 2 & 3 Instructors are encouraged to be considerate and keep low noise levels, especially in between classes, as relaxation classes may still be in progress.
6.5 STORAGE OF EQUIPMENT
The storage cupboard in each studio must be kept tidy at all times. Please stack equipment safely. Mats should be stacked neatly in a pile and loose items must be stored in the appropriate location. Spin bikes must be stored against the window, not in front of weights or under TRX System.
Do not leave any stray objects on the floor and always check the store cupboard is tidy before you leave the studio or notify reception. E.g. studio 1 cupboard
walkway must always be kept clear. Any blockages must be reported to reception.
Any damaged or faulty equipment must be reported immediately to the reception team ASAP to resolve the situation at the earliest convenience.
7.1 PAYMENT INFORMATION
It is the Group exercises instructor’s responsibility to complete and submit a monthly invoice.
Instructor invoices must be submitted to Kippie Lodge before the 20th of each calendar month by emailing to firstname.lastname@example.org. Failure to provide an invoice by this date, may result in failure to process payment. Unfortunately, any invoices older than 3 months /90 days cannot be processed, ensure invoices are submitted regularly. Instructors are requested to ensure attendance is recorded on the register to allow accurate data analysis and balance with headcounts. Reminder instructors MUST use VCI when teaching classes at Kippie.
Payment is normally undertaken by BACS, please ensure you have provided bank details for payment.
If you have any questions regarding your pay, please contact our Accounts/Payroll Assistant who will be happy to assist you or email email@example.com for investigation.
7.2 USE OF MUSIC
All instructors must hold a current P.P.L licence. If you do not have your own answer NO on the studio manual agreement form (section 8) and Kippie Lodge may be able to provide you with one.
In addition to this you must only use legal music classes whilst on the premises or providing online zoom classes. If you do not adhere to this disciplinary action may be taken if not sourced royalty free music. Les Mills classes must only use Les Mills music.
7.3 LIABILITY INSURANCE
Aberdeen Petroleum Club have public liability insurance.
If you have your own insurance for classes, you teach elsewhere please inform us of this on the studio manual agreement form and provide us with a copy for your file.
7.4 MINIMUM NUMBERS
All of Kippie Lodge fitness classes require a minimum of 3 members pre-booked in order for the class to run. In the unfortunate event this is not the case, a decision will be made by the Manager/Supervisor on shift 2 hours prior to the class start time.
For weekday early morning classes (i.e. 6.30am & 6.45am) a decision will be made by 9pm the night before and the procedure as outlined above will be implemented.
Decisions will be made at 8pm for Saturday, Sunday and Monday early morning classes.
Reception will monitor this and cancel the class in advance if applicable or notify them of an alternative solution e.g. On demand recording.
In certain circumstances the Sports & Wellbeing Manager/Club Director or a member of management may decide to cancel a class, in this case the instructor will be paid at normal rate.
When a class has been cancelled reception will record with a ‘Cnx’ and the initials of the colleague who authorised the cancellation onto the daily reception communication log as a reminder when invoices are processed.
7.5 REQUIRED NOTICE PERIOD FOR TIMETABLE CHANGES
Kippie Lodge will provide blocks of classes. Normally alongside School terms. Jan- Easter-Summer-Oct
Kippie Lodge endeavour to provide instructors a minimum of two weeks’ notice if a class is going to be removed from the timetable.
7.6 REQUIRED NOTICE PERIOD FOR INSTRUCTORS
Instructors are required to give Kippie Lodge a minimum of two weeks’ notice if they wish to cease teaching a class.
7.7 ANNUAL MEETINGS
All group exercise instructors are required to attend a meeting twice a year e.g. June & December. A choice of dates and times of the meeting will be given a minimum of two weeks before and every effort should be made to attend. All zoom meetings will be recorded.
7.8 DISCIPLINARY PROCEDURES
In the event of any misconduct, your services will be terminated by Aberdeen Petroleum Club.
As a colleague of Kippie Lodge you are entitled to use the facilities in order to keep yourself fit. All facilities must only be booked on the day of activity and cannot be booked in advance. Payment is required for additional services that is not included in a member’s membership e.g. creche, Lodge etc.
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