• QR code is not working to sign in, or your app is not showing your shift

  • If a Brains & Motion binder is on-site, use the physical Clock-in/Clock-out sheet to write down when you arrived, and when you left

  • Screenshot any error message you receive and send to your Program Manager

• The Brains & Motion binder is not available for you to clock in or out using the physical timesheet

  • Text PM the time you arrived, text PM the time you leave

• Cannot Sign out Via QR Code

  • Write your time down in the Time-in/Time-out sheet

• Roster is not available on the Brains and Motion app

  • Close your app completely, restart the app

  • If the app has been restarted and no roster is available, contact your Program Manager

• Child is not on roster (camp or program where parents drop off)

  • If you attempt to check-in a child through the Brains & Motion app, and they are not on the roster, have the child wait with the parent

  • Kindly inform parent that you are not seeing the child on the roster, and ask to verify that the parent is dropping their child off at the correct camp or program

  • If parent verifies the camp or program, contact your Program Manager to confirm that child is signed up

    • When calling your Program Manager, ensure you provide them with the name of the child, parent and parent phone number, age and grade, and the camp or program they are attempting to participate in

  • If a delay in verification from Brains & Motion occurs, ensure you are thanking the parent for their patients, and informing them that your Program Manager will be contacting them regarding the delay

  • If the child is not enrolled in a Brains & Motion program, inform the parent that unfortunately the child is not currently registered, and you will not be able to accept their child at this time

    • Inform the parent your Program Manager will be contacting the parent shortly

• Child is not on roster (camp or program where children attend directly after school - no parent present)

  • If you attempt to check-in a child through the Brains & Motion app, and they are not on the roster, keep the child within your sight

  • Contact your Program Manager to confirm that the child is in your camp

    • When calling your Program Manager, ensure you provide them with the name of the child, age and grade, and the camp or program they are attempting to participate in

  • If the child is not enrolled in a Brains & Motion program, escort the child (if another instructor is present) to the main office.

    • Inform the office that the child is not enrolled in Brains & Motion programs, and you wanted to ensure they were able to call their parents from the office

• What if you are assigned to work Post-care and the tablet signs out the Site Director and can no longer be used to check-out students?

  • Prior to the Site Director leaving, they will ensure that instructors are able to check kids out through their Brains & Motion app

  • If you cannot sign kids out via the app, make a list of post-care sign-outs and times

    • Send that list to your Program Manager before you leave the site

• Child had behavior issues during program, but does not need to be picked up

  • If in after school program (will go to school run after school program following Brains & Motion program)

    • Ensure proper sign-out process occurs

    • Inform after school staff member of behavior issues during practice

    • Call PM, PM will direct whether or not an Incident Report should be completed

  • If child walks home after program (certain schools only)

    • Sign child out, have walk home

    • Call PM, PM will direct whether or not an Incident Report should be completed

  • If child is picked up by parent after program

    • Sign child out using the Brains & Motion app

    • Inform parent of behavior issues that occurred

      • Communicate clearly and honestly with parent

      • Present facts only, opinions should not be stated

      • Inform parent of the following

        • What class was doing at time of incident

        • What child was asked by you to do OR what child was asked by you not to do

        • What changes you would like for the child to make to ensure they are following rules and able to best experience Brains & Motion programs

    • If parent has further questions or concerns, inform them you will have PM give a call

    • Call PM, PM will direct whether or not an Incident Report should be completed

• Child must be removed from the class

  • If in after school program (will go to school run after school program following Brains & Motion program)

    • Ensure proper sign-out process occurs

    • Call PM to inform them of events that transpired

    • PM will direct whether or not an Incident Report should be completed

  • If child walks home after program (certain schools only)

    • Sign child out, have walk home

    • Call PM to inform them of events that transpired

    • PM will direct whether or not an Incident Report should be completed

  • If child is picked up by parent after program

    • Call PM to inform the of events that transpired

    • PM will call parent to pick-up child, or will instruct you to call parent through the Brains & Motion app

      • If instructed to call the parent, use the verbiage below:

        • "Hi [PARENT NAME], my name is [YOUR NAME], an instructor for Brains & Motion, I teach the [PROGRAM NAME] course at [SITE NAME]. Unfortunately, I am calling regarding your child, [CHILD NAME]. [CHILD NAME] [INFORM PARENTS OF BEHAVIOR CHALLENGES, AND STEPS THAT WERE TAKEN TO MITIGATE CHALLENGES]. Due to [EITHER USE OF MULTIPLE WARNINGS OR SEVERITY OF INCIDENT], we are asking that you pick up [CHILD NAME] early from [PROGRAM NAME] today. My Program Manager will also be reaching out to you in regards to the situation."

    • Have parent sign child out normally, if parent is asking specific questions, answer with only facts, or let them know that the PM will be calling them to discuss further

• What behaviors are cause for having a child sent home from BAM programs?

  • Any behaviors that cause self-harm, harm to others, property damage, or requires Brains & Motion staff to reduce their ratio for an extended period of time.

• What do I do if a child runs away from the class and or out of the building.

  • Bring the child back into the class or building as quickly as possible

  • Alert the Site Director and Program Manager, who will direct you on further actions to take

• Parents have not arrived to pick up child after program

  • If you can stay, stay until parent picks up child, remind them of the time the program ends, all children need to be picked up with 10 minutes of that time

    • You will be paid for as long as you have to stay while waiting for the child's parent

  • If you cannot stay, call PM if child has not been picked up after the 10 minute grace period, PM will direct you further

• What do I do when one of my students is much more advance than the other students in my class?

  • Each curriculum comes with at least 2 bonus activities at the end of the lesson. These can be used if the whole class progresses quickly, or can be assigned to more advanced students to work on if they complete the initial project quickly. 

• Other staff members have not yet arrived

  • If you have not previously been informed that you will be the only instructor for your program, call your PM if you are the only instructor by the time the program begins

  • If out of ratio (program specific), call Program Manager immediately

  • If within ratio (program specific), run program normally

• Someone attempts to pick-up child who is not parent, not authorized pick-up, child does not know the person

  • Do NOT allow child to go with person

  • You, staff, and the child move immediately to the main office or the after school program

  • Call Program Manager as soon as possible

• A parent is excessively rude/inappropriate?

  • Remain calm

  • If discussing behavioral challenges at camp, remain friendly, state the facts as they occurred, but put emphasis on what can actions can be taken moving forward

    • Communicate that information is being brought to the parents attention to ensure their child has a pleasant experience at camp

  • If a parent continues to act rude or inappropriate, inform them that your supervisor can reach out to them to speak more in depth about the situation, and remove yourself from the interaction.

    • Brains & Motion takes the wellbeing of our staff members seriously. If at any time you encounter a situation that feels unsafe, remove yourself from that situation and alert your supervisor immediately.

• Door to classroom where program takes place is locked

  • Text PM the time you arrived, and details on the door being locked

  • If 10 minutes before the program begins and the door has not been unlocked, speak with office staff, let them know you are unable to access the classroom for the Brains & Motion program

• Equipment not available

  • If equipment for your program is missing or not available, double-check all areas of the classroom

  • If equipment is still missing or is not available, call your PM to inform them

  • If equipment is missing

    • Plan to substitute with other materials as best as you can

    • Adjust activities to utilize what equipment is available, be that combining into groups to work on a project or you using materials and having everyone participate with you

• How can I view my pay stubs?

  • Log in to your Paycor account. Look for pay stubs and tax docs on your profile. Select the pay period for the pay stub you are looking for

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