Coronavirus closure recommendations

If you are canceling classes and/or lessons due to the Coronavirus or COVID-19, we recommend you use ASAP to help you track the impact. While we hope you don't need to issue credits and/or refunds, if you do, this article discusses some ways ASAP can help.

NOTE: We added the Fundraising module to all our clients’ ASAP systems in the hope that it makes it possible for you to gather donations. There is no additional charge for this. For information on setting up fundraisers, see ASAP Fundraising.

Which version of ASAP are you using?

ASAP 3 

Find out the impacts

  • Run the Master Schedule report for the duration of your closure dates so you are aware of the classes and lessons that will be missed. 
  • In case class and lesson dates get moved around later, export the Master Schedule report and save it under the date it was run so you know the schedule at the time of the closure.

View Reports >Master ReportsMaster Schedule   https://app.asapconnected.com/reports/masterschedule.aspx

  • Run the Student Report and select the Restrict by enrollment or attendance date range. This gives you a list of students enrolled during the date range entered. Then use the Email All button to access ASAP's email tool where you can email these students notifying them of the closure.

View Reports > Master ReportsStudent Report   https://app.asapconnected.com/Reports/StudentReport.aspx

StudentReport.png

Communicate to everyone the measures you're taking

  • Add a message to your homepage about the closing dates and provide a contact person for questions.

Configure > Online Registration Site > Customize your Home Page   https://app.asapconnected.com/OnlineRegDashboard.aspx  

  • Email your customers and staff
    • Filter - Add Recipients by All Customers. This emails all your students and families.
    • Filter - Add Recipients by All Staff. Let your staff know their responsibilities during the closure.

Configure > Manage Emails    https://app.asapconnected.com/EmailWiz.aspx

  • Turn off automatic reminders for classes
    • Set Auto-send class reminders before first class to No.

Configure > Preferences > Preference  https://app.asapconnected.com/OrgConfig.aspx

Manage changes to classes

For group classes, consider using a video conferencing tool such as Skype so teachers can continue with online instruction.

If no class refund or credit is needed:

  • On the class page, to I want to > Cancel Class. This adds a Cancelled tag to the classes on your registration site.
  • Select All Class Instances and Yes to notify students.
  • Enter a message for the students stating the class is cancelled from X to Y dates.

When classes resume, change the class status from Cancelled to Active

If class refund or credit is needed:

NOTE: ASAP does not have a tool to issue credits or refunds in bulk.

This is a bit more labor intensive but you can save yourself time later by setting up a coronavirus specific Drop Reason. Configure > Set Up Data > Class Drop Reasons

This enables you to run the Drops and Transfers report and isolate all students dropped using this code. Export the report for ease of counting. 

For each class:

  • Select All and Mass Edit Status.
  • Change Enrollment Status to Dropped.
  • Select the Drop Reason and enter date and time and click Save.

DropDuetoCoronavirus.png

This drops the students only. If you want to make a refund or credit, go to each invoice and select Give Credit or Process Refund as appropriate. 

REMEMBER:  If your student is on a payment plan, apply a refund or a discount to reduce this payment plan to $0.  A discount may make it easier to track refunds due to COVID-19. It is not advisable to simply cancel the payment plan as that will erase records of any existing payments.  Use the Recurring Billing report (https://app.asapconnected.com/Reports/ARBReport.aspx) and Payment Plan report (https://app.asapconnected.com/Reports/PaymentPlanReport.aspx) to identify those with automatic charges coming up. 

Manage changes to private lessons

Consider moving private lessons online if possible.     https://app.asapconnected.com/PLEnrollments.aspx 

Otherwise, here are some options:

  • Select relevant attendance code or cancel lessons completely from each private Lesson Detail page. You can do this yourself if you don't want teachers making these changes. 

Private Lessons > Attendance

  • If you are postponing lessons and creating make ups, consider these options:
    • Run the Unscheduled Lessons report (Reports > Custom Queries) to see how many lessons must already be rescheduled. This will help in determining if you have time left in your time period to reschedule or if you should cancel, issue a refund/credit.
    • If necessary, you can change the end date of your time period to allow you to schedule lessons beyond the end date. We recommend that it does not overlap with the next time period as this can cause unnecessary confusion for faculty managing private lessons.
    • Consider creating new attendance codes for lessons taught online or postponed during this period. This enables you to easily isolate the number of lessons impacted. If you are paying teachers for the missed lessons, you can manage that here: 

CanceledPrivateLessons.png

Instruct your teachers to use this Attendance Type code if they cannot teach the lesson online and want to create an unscheduled lesson. Selecting Creates a makup/unscheduled lesson creates an unscheduled lesson for this time period. You can determine whether a student should have a refund or credit for the missed lesson in the coming weeks. This lesson and code will show in the Instructor Hours report. If a teacher does not get paid, the report shows 0 duration and 0 pay.

If private lesson refund or credit is needed:

Go to the Private Lessons Detail page, select the impacted lessons on the schedule and select Cancel Selected Lessons. 

  • To issue a refund:
    • If the student is on a payment plan, select Subtract ($XX) from the invoice. This adjusts the payment plan schedule down.
    • If your student has paid in full, select Do not credit the student's account
      • Click Cancel Lessons and View Invoice.
      • On the invoice, select Actions and Process Refund.
      • Complete the fields and add a note to allow for each of tracking on the invoice.

IssueLessonsrefund.png

  • To issue a credit:
    • Select Credit ($XX) to this student's account to automatically apply the credit. This will not allow you to indicate that this is a coronavirus credit.
    • If you want to track all credits related to the closure, select Do Not Credit the Student's Account.
      • Click Cancel Lessons and View Invoice.
      • On the invoice, select Actions and Give Credit
      • Select the lesson and the credit will be applied against.
      • Enter the amount to credit.
      • Enter the reason in Notes so your student can easily track this credit.
      • Click Give Credit.

PrivatelessonCredit.png

If there is likely to be more than one change to a single invoice, select No Change and then manage the credit or refund due on the invoice itself.

You can track all credits and refunds in the Credits and Refunds report.   https://app.asapconnected.com/Reports/CreditsAndRefunds.aspx

ASAP 4

Find out the impacts

  • Run the Master Schedule report for the duration of your closure dates so you are aware of the classes and lessons that will be missed. 
  • In case class and lesson dates get moved around later, export the Master Schedule report and save it under the date it was run so you know the schedule at the time of the closure.

Reporting > ScheduleMaster Schedule   https://admin.asapconnected.com/reports

  • Run the Student Report and select the Restrict by enrollment or attendance date range. This gives you a list of students enrolled during the date range entered. Then use the Email All button to access ASAP's email tool where you can email these students notifying them of the closure.

Reporting > StudentStudent Report   https://admin.asapconnected.com/reports

StudentReport.png

Communicate to everyone the measures you're taking

  • Add a message to your homepage about the closing dates and provide a contact person for questions.

Set Up > Online Registration > Home Page - Edit   https://admin.asapconnected.com/setup-registration-site 

  • Email your customers and staff
    • Filter - Add Recipients All. This emails all your students and families.
    • Filter - Add Recipients by All Staff. Let your staff know their responsibilities during the closure.

Tools > Communication Center > Email  https://admin.asapconnected.com/comunications-center 

  • Turn off automatic reminders for classes
    • Set Auto-send class reminders before first class to No.
NOTE: The automatic reminders feature is not yet available in ASAP4, access ASAP3 (classic) to set this feature.

In ASAP 3: Configure > Preferences > Preference  https://app.asapconnected.com/OrgConfig.aspx

Manage changes to classes

Consider using a video conferencing tool such as Skype to enable your teachers to continue with online instruction. 

If no refund or credit is needed:

On the class details page, click the ellipsis and select Cancel Class. This adds a Cancelled tag to the class on your online registration site.

  • Select All Class Instances and Yes to notify students.
  • Enter a message for students stating the class is cancelled between X and Y dates.

When classes resume, change the class status from Cancelled to Active.

If a refund or credit is needed:

NOTE: ASAP does not have a tool to issue credits or refunds in bulk.

This is a bit more labor intensive but you can save yourself time later by setting up a coronavirus specific Drop Reason. Set Up Data > FeaturesDrop Reasons

This enables you to run the Drops and Transfers report and isolate all students dropped using this code. Export the report for ease of counting. 

For each class,

  • Select All Students.
    • Click the ellipsis and select Bulk Edit Status
  • Change the Enrollment Status to Dropped.
  • Select the Drop Reason, enter the date and time and then click Update Enrollment.

ASAP4EnrollmentDropCorona.png

  • Go to the invoice, click the ellipsis and select Give Credit or Process Refund as appropriate.
REMEMBER:  If your student is on a payment plan, apply a refund to reduce this payment plan to $0.  It is not advisable to simply cancel the payment plan as that will erase records of any existing payments.  Use the Recurring Billing report (https://app.asapconnected.com/Reports/ARBReport.aspx) and Payment Plan report (https://app.asapconnected.com/Reports/PaymentPlanReport.aspx) to identify those with automatic charges coming up. 
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