We understand that last-minute cancellations may be necessary due to bad weather, instructor illness, or other unexpected circumstances.
Because the Rec team cannot monitor weather conditions or last-minute changes at every location, instructors are responsible for notifying students if a class or lesson must be canceled.
Weather-Related Cancellations
This includes cancellations due to bad weather. Instructors must decide whether local courts or facilities are safe and playable and notify students if the class cannot take place.
How to Cancel a Class or Lesson
If you need to cancel a class or lesson for any reason, please follow the steps below.
Step 1: Get Student Contact Information
Use the Attendee List feature to find each student’s phone number.
Contact details are also available on the roster for the session on your instructor lesson page. The roster shows each attendee’s contact information, including emergency contact information.
Step 2: Notify Students
Contact students as soon as possible and explain the cancellation.
Lessons
Let the student know you are unable to attend and discuss whether rescheduling is possible.Group Sessions
Drop-in sessions (such as clinics, tournaments, or match play):
Inform students that the session is canceled, a refund will be issued, and the session may be rescheduled at a future date.Multi-week classes:
Let students know the canceled session will be rescheduled for an alternate date.
Message the Whole Roster at Once
You do not have to contact everyone individually. From the roster view, staff and admins can select multiple roster rows and then:
Send an email to everyone selected.
Send an SMS to everyone selected, where SMS is enabled.
Copy the household owner email addresses for everyone selected, to paste into your own email tool.
If you are not able to message the roster yourself, ask your staff or admin contact to send the cancellation notice for you.
Step 3: Contact the Rec Team
Email the Rec team at instructors@rec.us as soon as possible. The team will:
Process cancellations and refunds, or
Help reschedule the class or lesson