CHQ case study - Ashford Prep school

Ashford Prep School

“CHQ has made a huge difference to our activity programme and I would highly recommend it.”

Miranda Palmer, Activities Co-ordinator and Head of Modern Pentathlon at Ashford Prep School discusses how CHQ is being used to manage extra-curricular programmes at this leading coeducational, independent boarding and day school in Kent.

Ashford Prep School provides an outstanding education for over 330 boys and girls aged from 3 to 11 years, with a focus on ‘Adventurous Learning’ to maximise the potential of every child. The school places an emphasis on the personal and social development of pupils to foster motivation, confidence and self-esteem. To facilitate this the school offers an extensive extra-curricular programme with a range of activities for children from reception up to Year 6, with all teachers encouraged to either run or participate in a club.

CHQ has made a huge difference to our activity programme and I would highly recommend it. The sign-up and processing of activity choices is now so much quicker. We have been able to introduce more clubs and sending out updates to activity participants and their parents is now so simple with CHQ.
Miranda Palmer,
Activities Co-ordinator at Ashford Prep School

CHQ case study - Ashford Prep school
Ashford Prep School is using CHQ extra-curricular software

Originally the school provided paper questionnaires for parents to choose activities for their children. The process proved to be a very long and laborious, frequently inaccurate and very inflexible. To improve the situation, a new system using Survey Monkey online questionnaires was introduced – parents emailing back their selections which were then entered into spreadsheets and paper registers created by copying and pasting the information. However, as the pressure from the leadership team and parents to offer more activities grew, the need for an alternative solution became very clear.

Ashford Prep introduced CHQ extra-curricular software in Aril 2016. Having online sign-up and system-managed activity allocations has transformed the management of the school extra-curricular schedules. Teachers now predominantly use iPads to take activity registrations, with sports coaches using their mobile phones when away from the school building. From a safeguarding perspective, using CHQ has meant that the school can centrally and very quickly establish ‘who is where’ during extra-curricular periods. Many of the school's clubs are over-subscribed and have waiting lists, and CHQ's 'random by preference allocation' and 'priority waiting list' option has made the allocation process much fairer.

The school’s activity schedule has increased to close to 70 different clubs and sporting options for pupils to choose from, taking place before school, during breaks and lunchtime, and after-school, including chargeable activities and those run by external coaches. Some activities are also open to external children and the registration and invoicing is again managed through CHQ.

The school also provides excellent wrap-around care with a Breakfast Club, After School Club and Holiday Club. CHQ is used to take registration and organise billing for the Breakfast Club and the After-School Club, as well as take registration for after-school Prep sessions. In addition, having CHQ has made the process of providing activity participation for the leadership team and governors much quicker and very accurate.

Ashford Prep School uses CHQ in conjunction with iSAMS.
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