Simpedia

Sheri R., California

I use four different scheduling forms. There is one for continuing students for Sept. through June and a separate one for July and August. (The one for new students is slightly different.) I give these to continuing students to fill out in August for September through June lessons, and again in June for July and August. (New students receive them at an FIS if they indicate they want to start.) I create classes based on the information I receive. It’s definitely a chore but it has worked with my normal numbers of 60 to 80. I don’t know how it might work with 120 and multiple teachers. Maybe someone will create a computer program for this kind of thing!

I’ve never given priority to based on seniority. I think that would just create a worse logistical nightmare for me. It’s already a challenge enough without throwing that into the mix. No one has ever expected preferential treatment. I fit private lessons (not many in my studio) in after the shared schedule is created.

As far as waiting for soccer schedules, yes, this is always a problem I encounter in the fall. But somehow it has always worked out for everyone. Wouldn’t it be nice if the soccer coaches had to wait for the piano schedules?

Kristin F., California

I don’t have near the numbers that you do but just thought I’d share how I scheduled my fall this year-very stress free! I’m teaching piano only two days (Tues/Weds) because I teach other subjects the other three days a week. So for me, my students need to work their schedule around mine because I’m not as available. But this is what I’ve created so…anyone can make themselves “unavailable” on a Friday or the weekends if they prefer…yes??
OK

First off, I teach mixed Levels and I’m teaching Music Rhapsody in the mornings. My classes are all in groups of four or up to six students per class with one-two private lessons just because there was no one to match that students Level. I do not collect tuition for fall up front because my studio is year round. Only for new students am I collecting tuition/materials by Aug. 15th.

So for Fall I set my classes/schedule how I needed it to be based on what hours I wanted to teach and other possible times I would be available (if needed). I looked at how many students I have that are continuing and how many students were in each level. Then I created a class schedule that basically offered two lesson time/day choices for each class. If I have more students for a particular Level, I would make more class choices for that level.

Because many other activities (sports/dance programs) are two or three days a week (like M/W or T/TH) I offered class choices on Tues OR Weds which has worked for everyone in my studio so far.

So once I figured out the schedule-I set my calendar-listing all the choices/levels. I posted the times/days Levels for everyone to see each week in my studio (white board), emailed it, and put up a Google calendar.

My parents really liked having choices and started thinking of fall piano early (around June). By end of June those that knew the class they wanted-I wrote down student names on the board in class.
Everyone was pretty much set on their fall piano schedule by July and since I also set my NEW class times-all inquires since June I’ve been able to tell them exactly when the new classes are.

I think because I put my schedule out-they were thinking more about it. Not sure but it’s saved me time sending out a schedule or reminders. I just know that I’m teaching these levels on these days and times and I’m sure there may be some adjusting but I’m not worried about it.

So basically we’ve been talking about Fall piano since May. I’m always talking about things three-four months in advance. I just start mentioning it in class, sending emails out, and writing reminders on my class board. This has made an incredible difference.

I may have a class time left open as well, which I’m sure I can fill. If someone needs to change their time-their options are limited. If they were to miss the first two-three weeks because they were waiting for a soccer schedule-that is on their end. I would charge them for all of Sept. and if they missed too much in class-they would need to take a private lesson. And of course I would communicate that to anyone who tells me they are “waiting”. That sounds a little harsh but that is just where I’m at in my studio. My parents have known this now for months so…what more can I say?

Here is how I broke down my mixed level classes schedule for fall based on who is already in my studio:

New Classes:
Level 1 (just children this season but if I have adults I’ll offer one class with enough demand)

Continuing students:
Level 2-3
Levels 4-5
Levels 5-7
Adult class Level 2-3

Have no idea if this would be possible for your studio but just thought I would share something that has worked great for my studio!!!

Laurie Richards, Nebraska

My studio is very similar to yours, as you know. I can’t even imagine trying to do a whole new schedule every fall. We just do year-round classes so no major shifts are necessary, and we take a few weeks off during the summer here and there. I have considered a lighter – but still consistent – schedule in the summer, like teaching only 3 weeks in the summer months, or taking two blocks of two weeks each off. But the class structures have always remained the same as they are throughout the year. Have you considered doing that? It gets so tricky with a larger body of students and all their crazy schedules!

There’s no way around the sports scheduling conflicts because they never know their schedules ahead of time. At least with a larger studio there are more options for them.