Chapter 15; Registration Procedures Flashcards
What is registration?
developing a list of people qualified to participate in a specific program
what are the 5 reasons registration would be necessary?
- may need to pay (if costs need to be covered)
- limited # of spaces
- places in the program are expensive
- some qualifying procedure for admission is required
- agency needs specific info about participants
is registration always necessary?
no
What are the 7 methods of registration?
Central Location Method Program Location Method Mail-In method Phone-in method Fax-in method Web-based Combination of Methods
what is the central location method (walk in) like for registration? (include advantages and disadvantages)
registration at 1 place for many sign ups,
have to have adequate parking, enough orientation, centralized cash, be organized.
Adv: all at once, one place, can serve participants better, cash control
Dis: don’t see program space or meet staff, lines can be long
what is the program method (walk in) like for registration? (include advantages and disadvantages)
happens at the program site
ad: see site, interact with staff, no delay, good customer service, young can get used to area
dis: time travel, more than 1 line, difficult to supervise, increased cash problems
what is the mail in method like for registration? (include advantages and disadvantages)
complete form & payment in mail
ad: convenient, flexible time, don’t have to supervise cash
dis: no interaction, questions may go unanswered, must mail receipts
what is the phone in method like for registration? (include advantages and disadvantages)
ad: up to date registration status, no line ups
dis: non personal, no seeing location, are to collect money, receipts must be mailed
what is the fax in method like for registration? (include advantages and disadvantages)
complete registration & credit card info on fax form
ad: convenient, always open, no line
dis: no interaction, program location not seen, receipts must be mailed
what is the web-based like for registration? (include advantages and disadvantages)
only if access to internet, get receipt printed & registration confirmed
ad: convenient, automatic confirmation, easy for tech davy
dis: small portion use this, poor websites, expensive to create
what is the combination of methods like for registration? (include advantages and disadvantages)
may permit doing 2 or more of these methods
ad: flexible, convenient
dis: can be confusing when registration is accepted at several locations
what should be on a registration form?
date name, address, contact # program fee to whom the check should be written what to expect as confirmation liability release form info about method of payment where to send registration
What are three important timing points for registration?
ability to register when brochure available
indicate start date
must be fair
what are 5 cancellation and refund points
- minimum # of participants must be there
- need to know what will happen if # not met
- what will happen if they want to register when class already full
- cancellation policy in place and clear
- people need to understand it CAN happen and how they will be refunded
what are 6 main things about computerizing registration?
- important to train staff on software
- monitor class lists and waiting lists
- maintain accident reports and liability waivers
- use mail merge functions to target specific populations or for previous customers
- track restrictions for everything/everyone
- process payments, refunds, transfers & cancellations
