Would anyone be willing to share examples of newsletters?
00:33:43Taylor Schiller - Virginia Tech
Hi all - Please drop any new questions and or feedback in the chat box. I will be monitoring during the call and asking questions on behalf of folks and/or calling on you for more context. Thanks for joining!
We are working together with Student Health and Counseling with a weekly newsletter.
00:36:39Mackenzie Lucius - Wisconsin
We are working with our student employment office to share our virtual programming with students.
Yes! We are working with faculty and staff!
On student initiatives!
00:37:05Amber Kavehkar- University of the Pacific
Yes @Robin we are doing partial refunds if requested and extending all others
Yes, University of New Hampshire have frozen all memberships and will be extending memberships for the duration we are closed
At Georgia Tech we plan to extend memberships based on the amount of days they had left on their membership the day we reopen. If anyone had circumstances where they would not be returning to campus, we created a specific refund form and will handle those on a case by case basis
for student spouse memberships we prorated a refund for the semester
We are looking to start a newsletter so if anyone else is willing to share what theirs looks like I’d appreciate it! My email is email@example.com
00:37:56KP, Univ of Wisc-Superior
YES, we are doing partials as requested but offered an extension once we open. We are offering refunds but only as requested. Payroll Deduction for Fac/Staff was just stopped.
Thanks everyone for the replies verbally and on the chat!
WVU - We are only freezing/extending memberships if initiated by member (directive from University administrators).
Yes University of Richmond has suspended ACH drafts during the closure of the Weinstein Center for Recreation. We are also extending memberships at the end of their term.
Partial refunds and stopped payments for all members - fat/staff and community
If you use Innosoft Fusion, there support team can extend memberships during closures on their end
00:39:40Mary Catherine Martinez
I can confirm what Jacquelyn mentioned about extending memberships :)
00:39:52De'Jha Pontoo - Univ of MN Twin cities
Univ of Minnesota -Twin Cities has frozen payroll deduction, we are extending all paid memberships and gave members the option to request a refund if graduating, transiting from the Univ, or if they purchased a membership in March
Drew Cantwell at LSU have been placing memberships on freeze and adding the number of days to the end of their memberships. We are also offering refunds to all non-student memberships at a prorated amount.
00:40:14Jeremy Chance - Kansas
@De'Jha - Same at University of Kansas.
Stopping all memberships as of 5/31 and refunding everyone approx. 2 months. Looking at putting grad student membership payment onto their tuition. A lot of refunds!
00:40:35Taylor Schiller - Virginia Tech
@Drew - same at Virginia Tech.
Jacquelyn Fotino, thanks for this info, do you have the name of anyone you have worked with at InnoSoft to extend these memberships?
CMU has frozen payroll deduction and will push expiration dates out once we re-open. No refunds planned at this time.
00:41:25Ryan Fisher - Eastern Kentucky
Are locker rentals being treated the same as memberships in regards to refunds?
00:41:26De'Jha Pontoo - Univ of MN Twin cities
We worked with innosoft and they created a custom report for a query builder. We haven’t run it yet because we don’t have an end date but they were super helpful
00:42:15Ryan- San Francisco State University
CSU created an executive order not to refund the fee, which has helped us with students upset.
00:42:43Jeremy Chance - Kansas
Same at KU, @Rhonda. Fees aren't being refunded through Spring. Summer and Fall are up in the air.
Robin- I am blanking on her name, but let me look at some emails
00:42:47Taylor Schiller - Virginia Tech
@Robin - Nina Farro at UF has working directly and mentioned on our last call that she has and let folks know to email her with any questions.
MC from innosoft fusion is on this call, you can ask her for any innosoft help!
00:43:29Mary Catherine Martinez
and there she is!
00:43:44Nina Farro - University of Florida
Hey MC! :)
00:44:12Jeremy Chance - Kansas
@Taylor Schiller - I think it's definitely something we may be concerned with if this continues, especially as full-time staff salaries are funded through those fees.
00:44:14Josh Davis - Penn State
S/O to Kari Scott at FSU! Good to see you (virtually!)
We are avoiding refunds and instead using promo codes for members when they renew to give them a discounted rate
00:44:53Victoria Roberts - Clemson University
MC we need Fusion at Auburn University at Montgomery!! Woohoo, thanks Victoria!
Can you repost the link?
For the Fusion call after this!
00:45:34Mary Catherine Martinez
Thanks! I will join the next call, too :)
where is the zoom link to stay on to talk about fusion?
00:45:41Victoria Roberts - Clemson University
Zoom Link: https://clemson.zoom.us/j/99820694370
Offering remote programming and the 2020 recreation movement has been awesome to create a sense of community
00:46:23Megan Choiniere- Oakland University
Krista I agree 2020 rec movement has been awesome
We closed down at mid semester, and if requested are refunding 1/2 the locker fee paid for the semester. We are giving the option to renew for the summer at no cost in order to extend their locker beyond the spring. For the fall, if back on campus we will offer those that hung in there, 1/2 off the locker rental fee for fall.
00:47:26Christine Panella- Purdue
for anyone refunding locker service- i'd love to chat more outside this. We have concerns about managing refunds, retrieval of items and if people want to renew same locker upon reopening. my email is firstname.lastname@example.org
We are looking into doing the promo code for our membership renewals.
Our membership “year” ends August 2nd
Was the promo code option through Fusion or another software program?
00:48:40Mary Catherine Martinez
Fusion can handle promo codes :)
Is anyone dealing with refunds hitting the correct fiscal year budget? Our FY ends 5/31 so if we did the promo codes the discount would be on the wrong year.
So our plan with the promo codes was to keep money in the budget for this FY and then next year we would just need to work on pushing for additional memberships
00:50:15De'Jha Pontoo - Univ of MN Twin cities
Has anyone found a good way in innosoft to extend lockers for those that don’t want a refund?
For Lockers- Has anyone have a plan on sending members their locker contents if the shelter in place order extends past their expiration date?
We are doing the same thing with lockers - we are doing a promo code for a renewal of their locker in the future
00:51:51Mary Catherine Martinez
Yep! Lockers are a lot more complicated since they occupy physical space and have clean-outs, etc. :)
@De’Jha I am currently doing it individually but refunds/extensions are on a case by case basis. I am only doing it if the patron reaches out regarding it. This may change depending on how long we are closed
00:54:12Mackenzie Lucius - Wisconsin
We direct those that would like their items to contact campus police.
We communicated to our locker members that they could empty their contents during a two week period, we do have someone close to the building who has allowed members to pick up contents on a case by case basis, but we also offered members the ability to leave their items until we reopen
00:55:06Christine Panella- Purdue
Mackenize- does campus police go in with them to retrieve items
We have set up with campus police to be able to have lockers pick up their items
00:55:55Mackenzie Lucius - Wisconsin
CP - Yes, only the member is allowed in though. No guest or +1s
00:56:26Christine Panella- Purdue
got it! That's a great idea
Same at Emory, we are bagging lockers and not allowing members in the building. We meet them at the front door at a specified time.
We have the same current restrictions at Stanford that UT-Austin has. Only essential staff allowed on campus and in facilities.
00:57:19Nick Prante, Washington State University
WSU is looking at finding and issuing cloth masks and installing plexi
00:57:31Nick Prante, Washington State University
plexiglass screens at computer stations
00:58:06Corrine Pruett - WVU
WVU - I sent out an intent to return form to get an idea of who would be available. Happy to share, PM me your email if you'd like it! Other than that I have been tasked with putting together a comprehensive re-open checklist.
00:58:54Mary Catherine Martinez
I was just on a call with Becky from U Arkansas and they are also doing quite a lot of student training these days. :)
00:59:01Christine Panella- Purdue
We are looking at potentially eliminating cash handling for all services. Other areas on campus have started doing that at Purdue prior to this. Is anyone else debating this?
00:59:27Rhonda Cox - UT-Austin
UT RecSports is cashless
At Santa Clara- We were looking at going cashless before all this started and now its been acceralted
00:59:33Jeremy Chance - Kansas
@Christine - Cash only is a really good idea!
00:59:45Dave Stewart - Towson University
We do not take any cash
00:59:45Oscee Wheatfall III - Texas A&M
At Texas A&M we were open for a while during the initial days and we went to a cashless operation
01:00:01Stephon Porter, UofSC
Has anyone had conversations about biometric scans for patrons once an opening happens? If so what were those conversations like? We are trying to find some direction on facility access
01:00:10Chad Flanagan UW-River Falls
Anyone thinking about or going to be limiting the number of participants in the facility?
We do not take cash.
For the ones that are cashless- do you accept campus cash at your stations?
01:00:16Mackenzie Lucius - Wisconsin
We are considering eliminating allowing sponsored guests to enter the facility. Currently members are allowed to sponsor 3 guest per visit.
01:00:39Amber Kavehkar- University of the Pacific
Fusion App also has a barcode scanner function for ID Cards we are trying to set up
At Georgia Tech is cash free too!
01:00:44Josh Davis - Penn State
Penn State- we stopped cash handling 2 years ago
01:00:46Julie - UW Seattle
We have been cashless at least 2 years
Migrating to cash free!!!
01:00:51Ryan- San Francisco State University
Cash Free is AMAZING
01:01:00Dave Stewart - Towson University
Yes, we accept "retail points" which are linked to the Students ID
01:02:50Christine Panella- Purdue
glad to hear everyone is loving it. I hope to be there soon!
01:03:04Marion Spearman - Georgia
If you have removed cash, are you still taking credit cards?
01:03:15Eleanor Crofford - Old Dominion University
what is the company that manufactures to cash to card machine?
01:03:26Taylor Schiller - Virginia Tech
Yes - we only take credit cards and HOkie Passport money at our desk
01:04:01Josh Davis - Penn State
all of our sales staff take PCI compliance training
01:04:12Mackenzie Lucius - Wisconsin
PCI is a mandatory training for all of our student employees that handle credit cards.
01:04:29Julie - UW Seattle
Full time staff are PCI trained. We are hoping to get our students PCI trained as soon as we can.
01:04:32Melanie Alverio Rowan University
online PCI compliance training
At UNH, all students take PCI training and sign the PCI Compliance form
01:04:36Josh Davis - Penn State
also, we have a front facing credit card machine, so our sales staff never handle the credit dard
01:04:49Christine Panella- Purdue
same with us Josh. we don't ever touch CC's
01:05:00Dave Stewart - Towson University
same as above
At SCU- we put together a PCI training to all our student staff that handles credit cards must go through
campus PCI compliance training as well
We are looking to move to customer facing payment terminals
01:05:47Kari Scott - FSU
Ours is on CANVAS as well
Cashless > all else … makes things much easier to handle
At Georgia Tech, we also have customer facing terminals. but we do over the phone payments, so we still require our students to do the online campus training for PCI
Does anyone use freedom pay as their CC terminal? Our issue with going cashless is randomly, the cc terminal freezes.
01:07:41Christine Panella- Purdue
yes we use freedom pay!
cashless helps with less transmission of viruses/sickness as well
01:07:52Jeremy Chance - Kansas
KU uses FreedomPay as well!
@Christine @Jereny does your terminals freeze? If so, what do you do in this situation?
01:08:42Nick Prante, Washington State University
Anybody worried that cashless is less inclusive to the poor?
01:09:14Nina Farro - University of Florida
01:09:18Christine Panella- Purdue
yes our terminals freeze often
01:09:23Christine Panella- Purdue
we have to reset when it occurs
01:09:27Jeremy Chance - Kansas
@Schafaris I think any issue we've had with FreedomPay has been due to our university IT issues.
01:09:47Nina Farro - University of Florida
IT turned down my request for FreedomPay
at GT people can pay with their BuzzCard IDs. So we have a BuzzCard terminal where anyone can put their cash on their card then come to the desk to pay (if they only have cash)
Change of topic: At Stanford, we have debated removing equipment lending. Lending Basketballs and rackets, currently is done at the front desk and we want to limit shared equipment. Anyone else thinking of moving in this direction?
01:11:18Christine Panella- Purdue
we stopped equipment rental before we closed, except towel service
01:11:30Jeremy Chance - Kansas
KU was planning to suspend all equipment check-out, but we closed the facility indefinitely before we were able to implement.
01:11:41Meghan Pynnonen- Grand Valley State University
Suggestions for how would you handle cashless for any daily users if they wanted to come in and pay a daily user fee, but did not have a credit card.
01:11:42Mackenzie Lucius - Wisconsin
Cashless also reduces the risk of robbery. Not having a couple hundred dollars at the desk is a solid talking point when making a proposal to admin.
@mackenzie good point
does anyone include bundled program services that customers get as part of their membership
At SCU- for annual Alumni memberships, we bundle in an unlimited fitness class pass as an incentive
01:12:56Taylor Schiller - Virginia Tech
@Ron we have thought about it for our group exercise and our memberships, but because we use Fusion, our lockers and towels are offered as services, we cannot bundle those in.
01:13:06Corrine Pruett - WVU
WVU - We are implementing court monitors (student staff position)
We thought about a court monitor as well.
01:13:38Bemidji State University
They are just going to move to the parks... I already see them playing basketball... not practicing safe distance.
01:13:52Jeremy Chance - Kansas
KU Rec Services was planning to raise our basketball goals to take those all offline.
01:14:14Kari Scott - FSU
We have court monitors! They keep score of games and get the pick up games moving so new groups can get on and play. Winner stays, loser walks
01:14:34Jeremy Chance - Kansas
That was before we officially closed; I would imagine we implement the same when we reopen, assuming physical distancing limitations.
Welcome to the new normal folks!
01:15:17Nina Farro - University of Florida
Is anyone considering continuing virtual programming in the fall?
01:15:25Christine Panella- Purdue
we are Nina
01:15:37Mackenzie Lucius - Wisconsin
We are Nina
01:15:43Nina Farro - University of Florida
01:15:44Christine Panella- Purdue
We are looking to sustain virtual programming from here on out and taking this as an opportunity to expand services.
01:15:59Taylor Schiller - Virginia Tech
I think that is the route VT is going to go in as well^^
01:16:07Jamie Grenoble - UW-Milwaukee
@Nina we are as well. We had a virtual meeting this morning with our chancellor and it looks like we may be doing at least a hybrid of classes in the fall - online and in person (if allowed)
01:16:43Jeremy Chance - Kansas
@Nina - We've considered offering a few remote classes when we reopen.
01:16:52Jeremy Chance - Kansas
A small handful.
Prior to closing we closed basketball, tennis, racquetball, squash and all group fitness classes. Depending on when we reopen, we will do the same. We will have students go through the building monitoring. We are also looking at not checking things out for loan for a while.
01:17:58Christine Panella- Purdue
we also removed all outdoor nets and basketball hoops. So we have eliminated both and upon reopening does not necessarily mean we will open that back up again
How are people handling their tracks and pools (if we can reopen)?
01:18:42Marion Spearman - Georgia
Does anything have a target reopening date in mind yet, or are you awaiting guidance from your schools?
01:19:02Jeremy Chance - Kansas
Waiting on guidance from the university administration at KU.
Our campus is hoping for May 1. We shall see.
01:19:21Dave Stewart - Towson University
No opening timeline yet
still waiting at UNH, the decision for summer program is estimated to happen by May 15
@Marion - have to wait for University guidance, who has to wait for Governor guidance
Waiting on guidance from campus (SJSU) but we’ve talked about September
01:19:31University of Cincinnati (Emilie Fleming)
how would you get them out?
01:19:34Stephon Porter, UofSC
Has anyone had conversations about biometric scans for patrons once an opening happens? If so what were those conversations like? We are trying to find some direction on facility access
No opening timeline for Stanford as of yet.
01:19:49Natasha Davila- Colorado State
Likely not reopening over the summer since classes are all online and online students do not pay fees.
01:19:49Christine Panella- Purdue
Purdue has no open time frame either
01:19:57Jamie Grenoble - UW-Milwaukee
Our safer at home order was extended to May 26th so it will be at least until then
01:20:14Erin Wells - UT Austin
Some schools have tried one in one out and the lines outside where not good
01:20:33Nick Prante, Washington State University
WSU has talked about 1 in 1 out system, but has not committed to implementation at this point. Will base off Governor’s guidelines when we can reopen
01:20:51Anthony U of Central Arkansas
Our Wal-Mart went with sq ft to number of people, where it would be more than 6 feet. Let in all at opening and one in and out, once capacity reached.
University Admin. will be making the call for us. Campus is closed for the whole summer, fall semester is tbd.
Noonball... the bane of my existence...
At SCU- We had a live facility counts feature that we will use once we reopen to inform members of our numbers? Example here- https://www.scu.edu/recreation/facilities/headcounts/
01:22:39Corrine Pruett - WVU
Has anyone began surveying members to see what they would be looking for in a re-open? (full vs. partial service)
01:22:59Nina Farro - University of Florida
Yes, Teresa. Our variety of services is a key selling point
01:23:14Jeremy Chance - Kansas
@Colin - Unfortunately looks like we need a scu.edu e-mail address to view.
01:23:20Nina Farro - University of Florida
Not yet, Corrine but great idea
01:23:31Nina Farro - University of Florida
Has WVU sent out any surveys?
01:24:17Jeremy Chance - Kansas
Hoping @Beth Keith can jump in there!!!
01:24:29Corrine Pruett - WVU
@Nina - We have not but I would like to, even just to give them a space to be heard with regards to what they would be expecting/hoping for with a re-open
Forgot we put that lock on it.... If you want to take a look at it, email me at email@example.com and I'll share you a view.
01:25:21Jeremy Chance - Kansas
01:26:20Victoria Roberts - Clemson University
Zoom call after this! https://clemson.zoom.us/j/99820694370
01:26:26Christine Panella- Purdue
YES TO #3!!!!!
01:26:35Jeremy Chance - Kansas
It's just nice to see the NIRSA Fam faces since we can't meet in Phoenix!
01:26:47Taylor Schiller - Virginia Tech
I would love to chat with you all again!
01:26:51University of Cincinnati (Emilie Fleming)
not sure if everyone has seen this, pretty general: https://apps.npr.org/documents/document.html?id=6840714-Guidelines
firstname.lastname@example.org … If anyone has ideas that they want to bounce around, feel free to reach out!
01:27:06De'Jha Pontoo - Univ of MN Twin cities
This was great I really appreciated this!!
01:27:17Victoria Roberts - Clemson University
01:27:19Anna Champion - Auburn University at Montgomery
Yes!! Thank you!!
YES to #3!
01:27:32Dave Stewart - Towson University
Thank you so much everyone for this information. Very helpful. Zena Ray, University of Richmond
Thank you all for freeing me!
01:27:47Anthony U of Central Arkansas
Thank you for hosting. Wash your hands.
01:27:48Madison Robbins -TAMUCC
Thank you all!
For more information, please contact Erin O’Sullivan, Director of Advocacy & Strategic Partnerships.