Communication Templates and Protocols
Effective Communication
Consistent, clear communication is critical to program success. Use these templates and guidelines to maintain professional communication with participants throughout the program.
Email Templates
Welcome Email (1 Week Before First Class)
Subject: Welcome to AARC's Learn to Scull Program (LTS #1)!
Dear LTS #1 Participants,
AARC is welcomes you to our Learn to Scull program (LTS #1) starting on May 31, 2025 at Bandemer Park boathouse.
Action Required
USRowing membership: If you do not already have an active USRowing membership, please sign up for a Learn-to-Row membership ($10, 60-day coverage) at https://membership.usrowing.org/individual/join using code CZGBS.
Class Details
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Dates & times:
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May 31, 2025 (Saturday) • 8:00 - 11:00 am (with break)
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June 1, 2025 (Sunday) • 8:00 - 11:00 am (with break)
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June 7, 2025 (Saturday) • 8:00 - 11:00 am (with break)
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June 8, 2025 (Sunday) • 8:00 - 11:00 am (with break)
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- Your coaches are: Coach One & Coach Two.
- Location: meet at the main entrance of the Bandemer Park boathouse. Please arrive by 7:50 am (10 minutes before the 8:00 am start) to ensure a prompt start. Arriving 15 minutes early on Day 1 is especially helpful.
What to Bring
- Athletic clothes that are snug enough to not get caught in the seat tracks (e.g., spandex shorts, bike shorts, leggings, snug top). Brightly colored clothing is recommended for visibility on the water. Rowing is an outdoor sport; please dress for the weather, including layers on cooler days, as we will be on the water even in light rain.
- Water bottle (32 oz / 1 L). Please note: there is no potable water in Bandemer Park, so make sure you bring enough hydration for the entire session.
- Sunscreen, hat & sunglasses
- Towel & change of clothes. You will take a flip test, typically on the first Saturday, where you will exit the rowing shell into the water and demonstrate your ability to get back into the craft.
Pre-Course Materials
To help you prepare for your first session, please review:
- Primer for LTS
- The Learn to Scull Learner Guide: https://ilarsf.github.io/aarc_lts/for-learners/index.html
- These short Introduction to Rowing videos: https://ilarsf.github.io/aarc_lts/for-learners/technique/videos.html?filter=pre-course
These materials have been carefully compiled to provide a valuable introduction to our sport and can enhance your learning experience. The core concepts from these materials will be covered during your time in LTS, and there’s no pressure to have studied them extensively before your first class. Reviewing them beforehand can help you feel more prepared and get the most out of our sessions. The linked webpages, in particular, offer comprehensive information and can be a great resource if you wish to delve deeper into specific topics, even if some content goes beyond what we cover in this introductory program. They are a great resource to have on hand throughout the program.
We’re excited to get you out on the water! If you have any questions before our first session, please don’t hesitate to reach out to us.
One final thing to remember: you are all entering a sport where you may have little experience. There’s no pressure or competition in the program. So remember to relax and enjoy yourself.
Best regards,
AARC Learn to Scull Program Instructors
Reminder Email (2 Days Before First Class)
Subject: Learn to Scull Program (LTS #1) Starts Soon - Final Reminders
Dear LTS Participants,
We’re looking forward to welcoming you to our Learn to Scull program (LTS #1) starting tomorrow, May 31, 2025 at 8:00 AM. Please arrive by 7:50 AM at the main entrance of Beal Community Boathouse.
Final Checklist
✓ USRowing Learn-to-Row membership ($10) - required for insurance
✓ AARC waiver completed online
✓ Weather forecast: 55-60°F with 9-11 mph winds - program runs rain or shine unless unsafe
What to Bring
- Warm layers - snug athletic clothes (no baggy items that catch in tracks). Dress for 55-60°F + wind!
- Water bottle (32 oz recommended)
- Sunscreen, hat & sunglasses
- Towel & full change of clothes - you’ll get wet during flip test, and cool + windy conditions make this essential
Quick Reminders
- Program runs 8:00-11:00 AM both days (tomorrow & Sunday)
- Review materials: Session 1 prep
- No pressure, no competition - relax and enjoy learning!
Important Notes
- Summer session = busy boathouse. Please be mindful when moving equipment
- Sunday coached sculling now runs 7:00-8:30 AM
See you on the water!
Best regards,
Coach & Coach
AARC Learn to Scull Program Instructors
(coach1@domain.org & coach2@domain.org)
Session 1 Follow-up Email
Subject: Learn to Scull (LTS #1) - Session 1 Recap and Next Steps
Dear LTS #1 Participants,
Great job at our first Learn to Scull session!
Key Achievements From Session 1
- Reiterated the basic rowing motion using ergometers.
- Got familiar with equipment terminology and boat handling.
- Attempted the essential “flip test” to practice water safety.
- Built comfort and confidence around rowing equipment and water.
Preparing for Session 2: Hitting the Water
To build on what you’ve learned, you can prepare for our first on-water session by reviewing the following:
- Video Resources for Session 2: Watch the Session 2 Videos to see these concepts in action.
- Review the Session 2 Learning Guide for an overview of what we’ll cover.
Next Session: June 1, 2025 (Sunday)
We’ll focus on:
- Equipment Preparation and Transport
- Transferring ergometer stroke sequence to on-water rowing.
- Establishing proper recovery sequence (arms → body → slide).
- Developing basic boat control and balance.
- Mastering safe launching and landing procedures.
Reminders
- Please arrive 10 minutes early.
- Wear suitable clothing (forecast: [weather summary]).
- Bring water and sun protection
- Towel and full change of clothes (just in case)
If you have any questions before our next session, please don’t hesitate to contact us.
Best regards,
Coach & Coach
AARC Learn to Scull Program Instructors
(coach1@domain.org & coach2@domain.org)
Session 2 Follow-up Email
Subject: Learn to Scull (LTS #1) - Session 2 Recap and Prep for Session 3
Hi LTS #1 Crew,
Excellent work in Session 2! You successfully transitioned your rowing skills to the water.
Key Achievements from Session 2
- Gained confidence in rowing in a narrow sculling shell.
- Developed basic boat control and balance.
- Mastered safe launching and landing procedures.
Preparing for Session 3: Learning How To Push
To prepare for our next session, where we’ll focus on power application and navigation, please review:
- Video Resources for Session 3: Watch the Session 3 Videos.
- Review the Session 3 Learning Guide.
Next Session: June 7, 2025 (Saturday)
We’ll be working on:
- Reviewing navigation principles and river traffic patterns.
- Developing effective leg drive and power application.
- Mastering boat control through turns and varying stroke pressure.
- Building confidence through continuous rowing.
Continue Your Rowing Journey
Learn more about continuing with sculling: Open Sculling Program Details.
The one-month “trial” registration for Learn to Scull is now open.
- If you wish to take advantage of the trial and are not already covered by the annual or summer program fee, please register online.
- The trial covers sculling only (no sweep) and can start as early as Monday.
If you missed the Thursday noon sign-up and still want to try to row next week:
- Pay the program fee (if not already done, covered) and follow the website instructions.
- Please email me so I can ask Tom Kraft, our Sculling Head Coach, to consider your late request — there is no guarantee of getting boated.
Reminders
- Arrive 10 minutes early.
- Weather forecast: [Weather forecast, e.g., Sunshine at 60-71°F, wind 5-7 mph]
- Bring your water bottle and sun protection.
Keep up the great work! Let us know if you have any questions.
Best regards,
Coach & Coach
AARC Learn to Scull Program Instructors
(coach1@domain.org & coach2@domain.org)
Session 3 Follow-up Email
Subject: Learn to Scull (LTS #1) - Session 3 Recap and Gearing Up for Session 4
Hi LTS #1 Crew,
Fantastic job in Session 3! You’re now applying power more effectively and getting comfortable with navigating the boat.
Key Achievements from Session 3
- Developed effective leg drive and power application.
- Learned navigation principles and river traffic patterns.
- Mastered boat control through turns and varying stroke pressure.
- Building confidence through continuous rowing.
Preparing for Session 4: Navigation and Working Up River
For our final session, where we integrate all skills and focus on independent sculling, please review:
- Video Resources for Session 4: Watch the Session 4 Videos.
- Review the Session 4 Learning Guide.
Next Session: June 8, 2025 (Sunday)
Our final session will focus on:
- Integrating all previously learned skills.
- Developing confidence in river navigation, including bridges.
- Achieving independent sculling capability.
- Discussing next steps.
Continue Your Rowing Journey
Learn more about continuing with sculling: Open Sculling Program Details.
The one-month “trial” registration for Learn to Scull is now open.
- If you wish to take advantage of the trial and are not already covered by the annual or summer program fee, please register online.
- The trial covers sculling only (no sweep) and can start as early as Monday.
If you missed the Thursday noon sign-up and still want to try to row next week:
- Pay the program fee (if not already done, covered) and follow the website instructions.
- Please email your instructors so we can ask Tom Kraft, our Sculling Head Coach, to consider your late request — there is no guarantee of getting boated.
Reminders
- Arrive 10 minutes early.
- Weather forecast: [Weather forecast, e.g., Sunshine at 60-71°F, wind 5-7 mph]
- Bring your water bottle and sun protection.
Keep up the great work! Let us know if you have any questions.
Best regards,
Coach & Coach
AARC Learn to Scull Program Instructors
(coach1@domain.org & coach2@domain.org)
Session 4 Follow-up Email
Subject: Learn to Scull (LTS #1) - Session 4 Recap & Congratulations!
Hi LTS #1 Crew,
Congratulations on completing Session 4 and the Learn to Scull program! It was great to see you integrate all the skills and row with more independence today.
Key Achievements from Session 4
- Integrated all previously learned skills.
- Developed confidence in river navigation, including bridge passage.
- Demonstrated independent sculling capability.
Reflecting on Your Journey
Think about how far you’ve come in just four sessions! From learning the basic stroke on the erg to sculling independently on the river, you’ve built a strong foundation.
Continue Your Rowing Journey
Learn more about continuing with sculling: Open Sculling Program Details.
The one-month “trial” registration for Learn to Scull is now open.
- If you wish to take advantage of the trial and are not already covered by the annual or summer program fee, please register online.
- The trial covers sculling only (no sweep) and can start as early as Monday.
We will be sending you a separate email shortly with information on next steps to continue your rowing journey with AARC.
Thank you for being a fantastic participant! We hope to see you on the water again very soon.
Best regards,
Coach & Coach
AARC Learn to Scull Program Instructors
(coach1@domain.org & coach2@domain.org)
Weather-Related Communications
Weather Delay Notification
Subject: Learn to Scull - Weather Delay for [Today's/Tomorrow's] Session
Dear LTS #1 Participants,
Due to the forecast of [specific weather condition] for our scheduled session on [day/date], we will be delaying the start time to [new time].
The current forecast indicates that conditions will improve by [time], allowing us to safely conduct our session with the following adjustments:
Revised Plan
- New start time: [time]
- Expected end time: [time]
- Location: Same (Bandemer Park boathouse)
- Focus: We will adjust our session plan to prioritize [specific activities] to ensure we cover essential skills
Preparation
- Please bring extra layers as temperatures may be cooler
- A change of clothes is still recommended
We will send a confirmation email by [time] if conditions develop differently than expected.
Please reply to confirm you’ve received this update.
Thank you for your flexibility,
Coach & Coach
AARC Learn to Scull Program Instructors
(coach1@domain.org & coach2@domain.org)
Session Cancellation Notice
Subject: CANCELLATION - Learn to Scull Session [Number] - [Date]
Dear LTS Participants,
Due to [specific weather condition/safety concern], we must cancel today’s scheduled Learn to Scull session.
Rescheduling
We have rescheduled this session for [day, date, time]. Please confirm if this alternate date works for you by replying to this email.
If you cannot attend on the rescheduled date, please let us know as soon as possible so we can explore other options.
Alternative Learning
In the meantime, to maintain continuity in your learning:
- Please review the online materials for Session [Number]: [LINK_TO_LEARNING_PORTAL_SESSION_MATERIALS]
We apologize for any inconvenience and look forward to getting back on the water soon.
Best regards,
Coach & Coach
AARC Learn to Scull Program Instructors
(coach1@domain.org & coach2@domain.org)
Program Completion Communications
Program Completion and Next Steps Email
Subject: Congratulations on Completing AARC's Learn to Scull Program!
Dear [Participant Name],
Congratulations on successfully completing AARC’s Learn to Scull program! It has been a pleasure watching your progression from your first strokes on the ergometer to confidently navigating the Huron River.
Your Achievements
During these four sessions, you’ve demonstrated competency in:
- Boat handling and equipment knowledge
- Basic sculling technique and stroke sequencing
- Water safety and self-rescue procedures
- River traffic patterns and navigation
Next Steps with AARC
We encourage you to continue your rowing journey with us! The most common and recommended next step is the Open Sculling Program Trial.
- Open Sculling Program Trial:
- Highly recommended for all graduates! This multi-week discounted trial period allows you to row in a supervised group setting, further honing your skills and building confidence on the water.
- It’s an excellent bridge from structured lessons to more independent rowing, providing regular water time, opportunities to row with other recent graduates and experienced members, continued informal coaching, and a chance to become comfortable with club routines and equipment.
- This trial phase requires payment of a program fee. Your LTS coaches will provide details on how to sign up for this trial during your final session.
- For more details, please see the Open Sculling Program Trial & Continuation guide.
- Full Club Membership:
- Becoming a full AARC member grants you access to facilities, and the broader rowing community. Membership is required for ongoing participation in most club activities and programs.
- Visit the AARC Membership Information page for details.
- Private Lessons:
- For AARC Members: Get one-on-one coaching tailored to your specific goals.
- Visit the AARC Private Lessons Page for more contact and pricing information.
- Volunteer with AARC:
- Give back by helping with boathouse maintenance, regattas, or other club events.
- See opportunities on the Volunteer Page.
For more details on these opportunities and other general advice for continued development, please see our Next Steps Guide. We also encourage you to:
- Be Consistent: Regular time on the water is key to reinforcing skills.
- Ask Questions: Don't hesitate to ask coaches or experienced members for advice.
- Stay Patient: Sculling is a complex sport; mastery takes time and practice.
- Focus on One Thing at a Time: When practicing, try to isolate one aspect of your technique to improve.
- Enjoy the Process: Celebrate your progress and enjoy the journey of becoming a proficient sculler!
It’s been a pleasure having you in our program. We hope to see you on the water again soon!
Best regards,
Coach & Coach
AARC Learn to Scull Program Instructors
(coach1@domain.org & coach2@domain.org)
Communication Protocols
Protocols and Best Practices
Timeline for Regular Communications
- Registration confirmation: Within 24 hours of registration
- Welcome email: 7 days before program start
- Final reminder: 2 days before program start
- Session follow-up emails: Within 24 hours after each session
- Next session reminder: 1-2 days before each session
- Program completion email: Within 3 days of final session
- Follow-up on next steps: 14 days after program completion
Email Best Practices
- Always use the program email account for all communications
- CC the program coordinator on all group communications
- Use consistent branding and formatting in all emails
- Include contact information in all communications
- Respond to participant inquiries within 24 hours
- Maintain a professional tone while being encouraging and supportive
- Use BCC when sending to multiple participants (except for program coordinators)
Emergency Communication Chain
- Primary Coach notifies Program Coordinator immediately
- Program Coordinator contacts affected participants via call/text
- Follow-up email sent with all details once situation is resolved
- Incident report filed within 24 hours with communications log