Jin Shin Jyutsu Class Organizer Guide: Download here
Updated August 2019
Dear Organizers,
Thank you for taking on this very important responsibility. We look forward to working closely with you and your instructor to provide a wonderful class experience.Organizer Fundamentals:
Business relationships
One question that often comes up concerns the relationship between the organizer, the instructor and the Jin Shin Jyutsu office. We are three separate entities, working together for a common goal. The Jin Shin Jyutsu instructors are "independent contractors," not employees of Jin Shin Jyutsu, Inc., and are licensed to teach approved Jin Shin Jyutsu materials. Each of the instructors draws from their many years of training and experience to become qualified to be a Jin Shin Jyutsu instructor.
As organizer, you are an independent contractor working for both the Instructor and JSJ Inc. All financial agreements, hotel contracts, etc., are the responsibility of the instructor, and should be turned over to and signed by them, unless other arrangements are made.
Since the instructor is financially responsible for the facility, rentals, catering, flyers, mailings, etc. - all such decisions should be approved by him, or her.
New Organizers Training Period:
After you have been preliminarily accepted as a JSJ Organizer/Co-Organizer, there will be a 2yr.training period, where we get to see how we work together. During this time, we would like you to familiarize yourself with our procedures, as well as Organizing, or Co-Organizing at least 2 classes (preferably one 5 day, and one STC). The training videos and information within the Organizer section of the JSJ Inc website, as well as support from JSJ Inc Office staff (and other experienced JSJ Organizers), are available for familiarization with our procedures. Your hands-on practical organizing should cement the experience
Community Development
- Communicate with interested clients about attending self-help classes. Use hand-out flyers and announcements for self-help classes and any JSJ events you are planning.
- Public speaking/demos are a good way to develop interest in your community to support a 5-day class
- Work with a JSJ faculty instructor who is willing to help you develop the community by conducting self-help classes for the general public, thereby cultivating attendance for a 5-day class with that same instructor at a future time. This is an excellent way of planting seeds for prospective new students Notify the existing students in the surrounding area of the instructor’s self-help class. Take flyers and announcements everywhere you go.
- Teach self-help classes yourself.
- Suggest to your clients that they might attend a self-help class. If they are interested, perhaps they will even attend a 5-day class.
- Get a study group of JSJ students gathering with the express purpose of aiming for having a location for a 5-day class. Study groups consist of JSJ students who have attended at least one 5-day class.
- Attend each other’s self-help classes. If a practitioner/self-help instructor is giving a class in your area, you might think of attending.
Ideally an Organizer should aim to attract a minimum of 20 paying students (with a goal of 10 new students to support a 5-day class), without drawing from other communities. However always discuss with Instructor ahead
Venues
You, can offer your local knowledge to find the most suitable and cost-effective space available for the class.
When more than one organizer is sponsoring a class, we will consider the primary organizer as our main contact and responsible party. The co-organizer will work in cooperation with the primary organizer. For more information, click on this link ORGANIZER BENEFITS.
If you have any questions, please feel free to contact your instructor, or the Scottsdale office. Since policies may change from year to year, please read and review this information packet.
Best wishes for a FUN and successful class.
Lovingly,
David Burmeister, Terry Matthews, and Josh Burmeister
Jin Shin Jyutsu, Inc.
Before class:
1. INVITE AN INSTRUCTOR /SET A DATE
- Invite Instructor - Begin by inviting an instructor who is available for the time slot assigned to your city.
- Time slots - Many locations have assigned time slots for their areas. It is essential that you work within your assigned time slots. U.S. TIME SLOT ASSIGNMENTS PDF | WORD
- Coordinate class date with neighboring organizers, and with your Instructor.
- PLEASE BE ADVISED: Classes in the same area or close geographical region need to observe a 6 week window before or after another class, unless the class to follow is taught by the same instructor.
- Unless it is their home base, Instructors may only teach 2 classes in 3yrs in the same place. Only one can be a 5 day class.
USA CLASSES
All US organizers need to use the “Organizer Create Class” system online. This insures your planned classes are aligned with the 6 week/250 mile guideline. To access this system, you will need to be in The Organizer section of www.JSJInc.net When in that section find the heading 'Helpful Links' (top of right side column), and click on the link called Organizer Create Class - Please follow instructions. Please note the zip code check refers to the zip code where your venue is, NOT your home address.
NON USA CLASSES
- FORM 1 - Class Planning Form PDF | WORD to Instructor and Scottsdale Office (one form per class).
- Once posted on the website, check your class listing(s) on the website for accuracy of class information.
- All class dates are final one week after the Annual Faculty Meeting (i.e. mid-August)
2. LOCATE AND DOWNLOAD PLANNING INFORMATION
Deadlines and due dates for class listings can be found on the Planning Schedule. The Scottsdale Office will email when upcoming year's planning information is available on the website in the Organizer's Login Area.
ORGANIZER CONSULTANTSAll the information you need is in the Organizer guide. However, if necessary new Organizers can call your class contact, to answer any questions you may have about organizing your class. Instructors are happy to answer your questions when they can and are available. Here are organizers and instructors who are especially available to consult with you on your questions: Terry Matthews (480) 998-9331, terry@jsjinc.com |
3. FINANCIAL ARRANGEMENTS
Discuss with Instructor, especially instructors from outside the U.S., any banking arrangements, and how expenses will be funded before class.
- Verify who checks (for registration etc), need to be made out to. In the US it is usually the Instructor.
- Clarify how any cash payments will be handled
4. RESERVE CLASSROOM
- Secure dates
- Discuss detail's parking, food, setup, extra costs, etc.
- Contract - (any insurance requirement?)
- Cancellation policy, when classroom may be cancelled with no penalty
- Deposit - refund policy
- May an instructor'smicrophone be plugged into facility sound system?
- Facility must be ADA compliant (American Disabilities Act)
5. DISCUSS RENTAL AND CLASSROOM DETAILS WITH INSTRUCTOR
- Facility rental location (consider parking, restaurants, hotel, cars)
- Have instructor review rental contract
- Flyer's have reviewed by instructor
- How large a mailing / postage expense does the instructor want?
- Copying for handouts
- Staff gratuities
- Refreshments
- Snacks
- Teaching aids: Check to see which of these your instructor uses:
- Overhead projector, pens
- White board, pens
- Flip chart
- Microphone, sound system (facility or own mic?)
- Table and chair
- Riser /platform, optional
- Handouts (all at once or individually?)
- Handouts: Some organizers put the handouts into a folder for each student. This may be done informally at registration. (You will also receive some handouts from the Scottsdale office.) Please include the following:
- New Student receives: Student /practitioner guidelines and Professional Practices letter, a complimentary issue of The Main Central, a newsletter subscription form.
- All Students receive: Letter regarding classroom conduct.
- Special requirements room set up and class schedule:
- Have Instructor approve all documents (i.e., Thank you for your interest letters, confirmation letters, flyers, tri-fold or post cards
- Discuss minimum / maximum size for class
- Cancellation date for class venue
- Decide late class cancellation policy and student refunds
- Does Instructor want only a total or details of credit card charges (authorize if and when refundable)
- Time schedule for class, lunch and breaks
- Review Disability Policy
6. DISCUSS INSTRUCTOR REQUIREMENTS AND PREFERENCES
- Instructor's lodging, transportation, meals?
- Make name tags in advance: Does the Instructor like to color code new and review students?
- Certificates: These are given out on the last day of class. Some instructors have a small ceremony. Others simply leave them on a table to be picked up by the student.
- See DAY 5 below for more information on certificate requirements
- Hands on time: Check with Instructor if they need assistance with Hands on time.
- Set an accounting meeting time for DAY 4, generally in the evening. All accounting should be in by the end of Day 4
- Click for Organizer benefits
- Ask the Instructor to mention the MBJSJ Outreach and materials available for purchase.
7. CLASS FLYER/MAILING LABELS -Optional-Since the Scottsdale Office is sending out monthly class reminders, some organizers may elect to no longer produce their own flyers and email promotions. However, as it is possible to have your flyers uploaded to the JSJ Inc website, organizers may wish to at least continue producing them. For those of you wishing to send out your own additional mailings, please be sure to discuss with your Instructor
- Speak with Instructor about a flyer / postcard - contents and design. Ask Instructor ballpark figure of how many to mail out.
- Send a copy of flyer to Instructor and Scottsdale.
- Distribute flyer about 2 months before class.
- Get mailing labels and/or email addresses for students in your local regions from the Scottsdale Office. As an example, local regions for a Scottsdale class would just be AZ, NM, CO, UT and maybe Southern CA. If you need help defining what is "local", please contact us. Up to 500 labels are available at no charge, from Scottsdale. There is a charge of $20 for each additional increment of up to 500 labels. Subject to availability for your region, the maximum amount of emails we may provide is 1000. Either way, we need to be sure that you understand potential SPAM issues, you agree to a one-time use only and will remove these email addresses from your address book, once the flyer has been sent.* Also available from Scottsdale is an Excel file if you have your own software to print out labels or if you have a printer / mailing house who will be able to use the file for mailing addresses.
- Send Scottsdale Office any returns or non-deliverable labels/emails to update mailing list.
- Please see our sample flyer
8. KEEP AN INQUIRY LIST
Track all inquiries name, phone, address. Send the "Thank you for your interest" letter for inquiry without enrollment. Use contact information for future mailings.
9. PRE-CLASS REGISTRATION
US ORGANIZERS
Many of the students attending US classes will have registered online. Organizers have access to an online FAPR, which can also be used for adding any offline registrations. In the unlikely scenario that nobody registers online, then follow instructions for Non US organizers below..
Non US ORGANIZERS
Please click on the Class Forms Index link below for access to useful forms for enrolling students,preparing for the Final Attendance and Payments Report, and for keeping necessary records. We encourage you to give us a call if you need some coaching on the more complicated Excel forms. Review all the forms to decide which format you want to use.
NOTE TO ALL ORGANIZERS: If you are hosting 2 classes following one another with the SAME Instructor, payments and accounting are ALWAYS noted on separate forms.
View the CLASS FORMS INDEX here
- If full payment is made in advance, make out a receipt for the total amount of class (deposit + balance of tuition). Hand this out in class or mail to student.
- PRE-CLASS ROSTER: The Scottsdale Office doesn't generally receive many pre-class rosters to check on the new / review status of students. Please contact the Office if you are not certain of a student's new or review status. Email Terry Terry@jsjinc.com ,or Josh Josh@jsjinc.com to check status:
10. CLASS EXPENSE ACCOUNTING:
Save all receipts.
List expenses on Organizer Accounting Sheet for Instructor (Form 6)
- Postage
- Supplies
- Food
- Tip's
- Telephone
- Gratuities
- Nametags
- Copies, ink, flyers, materials
- Paper goods
- Misc.
- Please check with Instructor for approval of any unusual expenses.
11. CONFIRMATION LETTER
Send confirmation letter after receiving deposit. Include:
- Welcome
- Deposit amount received, balance due and the date due
- Dates of class
- Location / address of class
- Registration time and information
- Class hours
- Lunch - catered / restaurant list available
- Parking
- What to bring
- Bring your nursing and acupuncture license # for Continuing Education forms.
- Note to NCBTMB massage therapists that they can claim CE hours for one type of class (that is, 1 Now Know Myself class, 1 5-Day Basic Seminar, 1 Living the Art Seminar, 1 Special Topic Class (except for the 'Astrology' STCs) every 2 years.
Cancellation PolicyShould a student need to cancel, a deposit is refundable until 60 days prior to the seminar for Early Bird, and 30 days prior for Standard rate. Any additional tuition paid is fully refundable. Should the instructor need to cancel, only those funds paid toward tuition/deposit are refundable. For additional information regarding cancellation please click on Cancellation Policy |
12. BOOKSTORE:
- Place a provisional order 2-3 weeks before class (in the U.S.), 6 weeks before if outside the U.S. We are now offering "media mail" delivery for Books, Charts & CD's/DVD's. Please provide additional time for media mail. Be aware of your shipping /customs times and possible holiday delays. Use the Book Order Form to make your order. You can phone or fax it in.
- 5-Day Basic Order Form: PDF | Excel
- Generic Bookstore Order Form PDF | Excel
(The generic form does not include 5-Day textbooks) - To determine the number of textbooks to be sent for the class, inform Scottsdale of the total number of new students only. Since Textbooks are essential for classes to function, be sure media mail, Textbook orders are placed 3 weeks before class begins
- The Office will send enough textbooks for 1.5 times the number of new students enrolled. This number may be updated should you have additional new student enrollments.
- The Office will mail small certificates for new students with the bookstore order. Certificates issued to students who have completed 3 5-day seminars are mailed after class from Scottsdale.
- Items for your bookstore:
- Books
- DVD/CD
- Shirts (have sample)
- Cards
- Blankets
- Textbooks (keep track of these for the Instructor's accounting)
- Simply Flows book
- Self-Help Books
- Star Man
- Safety Energy Lock charts
- Scottsdale Office supplies you with:
- Product order forms
- Brochures
- Main Central newsletters for New Students
- Newsletter order forms
- MB JSJ Outreach materials
13. SUPPLIES
- Determine number of tables needed
- Foam pads
- Include massage tables from students
- Blankets
- Paper goods (paper towels, Kleenex)
- Presentation materials
- Receipt book - make your own on computer or use a generic receipt book.
14. ROOM SET-UP
- Any Special needs? Preferred seating for those students
- Tables and chairs set for lecture
- Tables for hands-on: (have loaners put up as they arrive)
- Sheets
- AV - microphone
- Room temp
- Refreshment's food
- Registration table
- Bookstore - Start on Day 2
- Flowers
- Lock doors every night (for insurance purposes)
- Cash and change for bookstore
15. REGISTRATION
(preparation before class)
- CLASS RECEIPTS: Create your own on a PC, or use a generic receipt book
- Prepare receipts as much as possible before registration. You may want to give out receipts to only those who ask for one.
- Make receipt out for total amount of class (deposit + balance of tuition).
- CASH: Always distribute cash receipt during registration.
- CHECKS: Distribute receipts at registration or pass out later.
- CREDIT CARD receipts will come from Scottsdale: Distribute these at registration or mail to student when you receive it after class.
- Keep class receipts and bookstore receipts separate.
- FORMS 4 & 5, CLASS LIST & FAPR (Final Attendance and Payments Report) are for registration purposes. US Organizers have an Online Class list/FAPR. Either way, you need to record all contact and financial information.
- During registration times, please have students check their contact information from your Class List. Please have students sign their initials, confirming the information they want listed on the class roster.
- Update if any changes, and use the updated information for the Final Attendance and Payments Report.
- CONTINUING EDUCATION INFORMATION AT REGISTRATION
Have all forms and instructions available. Be mindful that CEU's for Special Topic Classes are subject to approval. Please check via the CE Administration page in the Organizer section, to see if your topic is already approved, and by which body. If not approved, you need to speak with the Instructor, discuss what CEU availability you may need. This should take place well ahead of the class dates, and then the Instructor, and you will need to discuss with the Office .
DAY 1
- REGISTRATION: Arrive about 2 hrs before class to secure room set-up, and organize your registration table and materials. Begin registration at least an hr before class.
1. If credit card (CC) payment, please put CC info on FORM 2 (credit card information form). Always obtain Billing address, POB numbers, zip code etc and fax to Scottsdale.
2. If check, or cash payment, please put relevant information on FAPR and Accounting sheet. For checks establish with the Instructor whether they should be made out to the Instructor, or JSJ Inc. If JSJ, they will need to be mailed to the Scottsdale Office.
- TUITION: Collect tuition and give receipt for the entire amount paid by the student (deposit + balance). For fast processing, we suggest filling out most of the receipt information in advance.
- Registration On DAY 1: Register entire class, Parts 1 and 2 or Part 1 only. Give new students their Text 1. (some Instructors prefers to hand out texts personally so please check). Check with Instructor regarding when to pass out handouts.
- Registration On DAY 4: Register for Part 2 only students and pass out Text 2 to all new students. Check with Instructor regarding when to pass out handouts.
- ORGANIZER ANNOUNCEMENTS:
- Welcome
- Classroom policy (i.e., only JSJ is practiced during classes, please)
- Turn off cell phones
- Leave name tags on registration table at end of each day
- Bookstore opens on Day 2
- Hours of class, lunch and breaks
- Restaurant list
- Continuing Education information: Nursing, Acupuncture, Massage
- Introduce Instructor
DAY 1 P.M: Fax or call in any offline Credit card info to the Scottsdale Office for verification and billing. Phone (480) 998 9331, Fax (480) 998-9335.
DAY 2
- Announce Bookstore open after first break
- Have some cash for change
- Open bookstore:
- Order Forms
- Newsletter subscription forms
- Books
- Cards
- Blankets
- Shirts (sample)
- Schedule Brochures
- Charts (sm/lg)
- DVD / CD
- Star Man
- TEXTS (keep track of these sales for Instructor's accounting)
Day 3
Last day of Part 1
DAY 4
- REGISTRATION for Part 2: See REGISTRATION DAY 1
- Open registration one hour before class
- Texts, name tags, Handouts, welcome New Students
- Make this Announcement: "Please notify organizer if anyone in class does not want their contact information made public on the Student Class List." When making the Student Class List, include the Instructor's information.
- ACCOUNTING MEETING with Instructor
- Provide list of preauthorized expenses to Instructor for payment
- Provide Instructor information on refunds and cancellations
- Refunds are at the discretion of the Instructor.
- If the Instructor has deposited the student's check, then the Instructor is to write a refund check.
- If the student paid by credit card, notify Scottsdale of refund on separate FORM 2 marked REFUND.
- If originally an offline payment the refund credit card receipt will be sent to the Organizer to mail to the student. Students needing online refunds are notified when refund is processed via the online system.
- Provide Instructor all receipts of class expenses and accounting records.
- Save all receipts: (track on a spreadsheet)
- Postage
- Telephone
- Tips
- Tables
- Gratuities
- Name tags
- Paper goods
- Supplies
- Copies - flyer's materials
- Sheets, foam pads
- Writing paper, markers
- Food
HAVE THE FOLLOWING FORMS AND PAPERWORK FILLED OUT FOR THE INSTRUCTOR MEETING:
- FORM 6 - ORGANIZER ACCOUNTING FOR INSTRUCTOR
- Give final accounting of deposits and tuitions
- Admin. Fee per person is $10 per day
- Up to 10% net tuition to organizer (Instructor determines %)
- FYI: 30 or less paying students = one free class for 1 organizer
- FYI: 30 or more paying students = one free class for 2 organizers
- FORM 7 - MAKE-UP LETTER (for New Students only for missed days)
- Requires 3 signatures: Instructor, Student and Organizer
- Copy for student
- Mail or Fax to Scottsdale Office
PLEASE NOTE: For situations when:
New students attend Day 1, and decide not to complete the rest of the part(s): Please charge for one day, Text 1 should be returned and no class credit will be given.
New students attend Day 1, and do not to complete the rest of the part(s) due to an emergency: They will be refunded in full, but Text 1 should be returned and no class credit will be given.
- FORM 8 - YEAR TO YEAR SUMMARY - This may be done after class
- Send a copy to Instructor
- Send a copy to Scottsdale Office
- Keep a copy
DAY 5
- Transfer any offline credit card information from DAY 4 registration to a new FORM 2 - Credit card information sheet. Type or print very clearly. (Always get billing street address / POB, zipcode, and security code.) Fax to Scottsdale Office for verification and billing. (480) 998-9335.
- Prepare the small certificates for New Students: Write in names for the 1st class certificates; printing them on your computer looks best.
- Third time certificates are sent from the Scottsdale office, once attendance is confirmed.
- Distribute Class List
- Announcement: "This list is for keeping in touch with your JSJ classmates and is not to be used for solicitations, mass mailing or e-mailings." This should also be printed at the bottom of the Class List.
- Ask class if there are any mistakes on class list, and verbally correct them.
- Hand out small certificates to New Students who have completed Parts 1 and 2.
- Announcement: "After completion of three 5-day classes, your certificate will be mailed from the Scottsdale Office, within 60 days."
- Give out remaining receipts. Display them on table.
IMMEDIATELY AFTER CLASS: Very Important
- Give Instructor a copy of the Final Attendance and Payments Report aka the FAPR (rhymes with paper)
- Accounting and the Final Attendance and Payments Report should reflect actual $ paid and actual days attended of New and Review Students.
- Include ALL students + # days + total $ paid (New or Review)
- Document any unusual fees or attendance. Include guests, organizers, co-organizers and grant recipients.
- Fax the Final Attendance and Payments Report to Scottsdale immediately after class. This report gives accurate attendance information for insurance coverage.
- Return extra books and material's packed well and in good condition via USPS Priority
- Remaining credit card receipts (including refunds) will be sent to the Organizer who will mail them to students.
- Send Continuing Education paperwork - forms, applications, evaluations, fees and signed Certificates of Completion to Scottsdale Office.
- Send Student Class List to any students who left early.
- Keep Form 3: Comprehensive Student Information Work Sheet or whatever records you have for the class for 1 year
Thank you for your careful review of our Organizer guide. Please don't hesitate to contact the office with any questions. Our goal is to provide you with the information and support your need to have an enjoyable organizer experience.
Love, David, Terry and Josh