cover instructor in writing, making sure they note the class, the
time, the date and any other pertinent information (e.g. if the
cover instructor doesn’t usually teach at that club, let them know
where the mic and batteries are, who to speak to if there are any
problems on the day, where to write class numbers and so on)
3. Use a covers book, spreadsheet or other system to update your
weekly timetable, and issue it to your team weekly in advance,
noting all covers in a different colour.
4. Remind your team to check their regular classes and their
covers, and reiterate that if their name is on a class they are
responsible for teaching or covering that class.
5. Update your online class timetable, in-club screens or class
timetable board, so members know who is teaching classes that
week. Keeping this updated also acts as an additional reminder
for your instructor team. person has already put themselves out and reorganised their day to
help you, it needs to be their call not yours. Ensure you update your
GFM with the final arrangement.
Instructor Manners 101 Last minute procedures
As with anything in life, some simple good manners will go a long way
when it comes to organising class covers.
Timing is everything
If you pencil someone in to cover for you because you think you may
need a cover but aren’t completely certain (e.g. doctors appointment
may run late but you should be there in time), ensure you give the
cover instructor a time by which you will confirm, e.g. pencil them in
to cover tomorrow’s 9.30am class, but confirm with them by 8.30am.
This gives your colleague adequate time to get organised or change
their plans if you don’t need them to cover.
If you find out at the last minute, e.g. 9am, that you will actually be
able to make it, you can offer to do your own class, but if the other
Put it in writing
Remind people who are covering for you in writing, e.g. for a block
of holiday covers two months from now, set them up, then t