CONTRACT PROGRAMS PROCEDURE
1.
Gather all needed info to create a new course request. You may use the
Course Request form in the forms area as a help to make sure you have
collected all needed info, if you wish. Or your parent/student may fill
out the form and get it to you with all info. The course set up page
in WEBfiles looks like this Sample Page and once
you begin the set up in WEBfiles, you will need to have all of the information
at hand in order to fill it out correctly. A red alert across the page must
be resolved before the course is set up.
2.
Log onto ES Web files. Go to Create/CP Course
3.
Enter the following information (4-18): (for CW- when creating a class
the Course Key field should only be used for a Nicenet key.)
4.
Select Host School code
5.
List course title, grade level, select course type, Class Street, Class City and county. Select Growth Area for course. (Never
put a student's name or home address in this section. Please use "student's home"
in the address section, and leave the course title generic.)
6.
Select Instructor from drop down list and if not there then complete the
instructor and vendor name/phone #/ and email address information. The vendor status will show up as “approved”
when the vendor is cleared to work.
7.
Select Instructor Knowledge level based on their expertise in the subject
matter: select (1) if only volunteered or less than 5 years in subject;
Select (2) if work experience 5-10 years or professional experience is less
than 10 years or teaching/training is less than 10 years; Select (3) if Special
Training in subject or special expert in subject. Talk to the instructor before selecting the appropriate knowledge level
for the specific course to be taught..
8.
A. Instructor Training Level selection is based on experience teaching or
training in subject. Select (1) if less than 5 years teaching or
training in subject; Select (2) if 5-10 years teaching or training in subject;
Select (3) if more than 10 years with credential/degree/ or equivalent in
subject. Again, talk to the instructor
before selecting this training level for the specific course to be taught.
B. Enter
information in the drop down list stating “yes” or “no” if instructor has a
current CA credential.
9.
Fill out Contact person, contact phone #, and
contact email (ES is contact person)
10. Fill
in proposed start date, start time and stop time for class, days of week
for class, minimum and maximum class size for instructor. Maximum size should
not be more than the facility can easily accommodate. Minimum size should be the smallest number
the instructor will take to teach the class—but not less than what would be
minimum wage. Enter the total number of classes to be taught, and the proposed
per student per class rate (negotiated with the instructor). Note: If an
alert comes up while entering this information, read the information about
alerts in red. You will need to make
adjustments before the contract can be mailed.
11.
Enter the materials used for course and their total cost for entire class
only if there is a charge to the class for the materials.
12.
Enter the facility Name/ address/ phone # only if there is a charge to the
class for usage of the facility. A Request for Certificate of Insurance must be filled
out and is available through vendor relation. (Note: Facility
must be an approved vendor or fill out Vendor Request Form.) Enter number
as a
total
facilities
cost for entire course session.
13.
Write any ES comments.
14.
ES code and ES Name are automatic
15.
Enroll student by selecting student number from drop down list and select X in
ES approval if your student has available funds for course.
16.
Type in ES approval date.
17.
Select appropriate school standards from drop down list that will correlate
with the course.
18.
Select state standards appropriate for course from drop down list. (Click on
the small bottom left-hand box and select the grade level/course in the box.
Once the grade level/course is selected, the state standards and grade level
will automatically come up.)
19. Enter a syllabus or other information about
specific topics and activities the course will contain into the “Course LR info” box. This will aid ESs in writing more complete LRs for their students, and to allow ESs to make better
choices about whether this course fits the needs of their students prior to
enrolling them.
Contact the vendor before selecting the
vendor knowledge and training level. Talk to the vendor about the course so
that you will be able to select the growth area, school standards, and state
standards applicable to this course from the drop down list. Also ask
about the specific elements the course will contain for entry into the Course
LR info box.
*NOTE: A course will not be approved to
begin until you have completed all of the required information on the CP Course
setup page in ES Web files.
After a course is approved (allow one month
for a new vendor, and a couple weeks for a returning vendor), it will be shown
in ES Web files under Search/Courses-Geas and on the
school WebPages from the ED Resources and Parent Info button.
(There is a field on the
set-up page (upper right corner) that says "Contract mailed". If
there is a date in there, that means that vendor relations has sent a contract
to the teacher. If there is no date there, then there is a hold up in their
employment packet at personnel (may still need their TB test in, etc.) When the
office gets the contract back from the instructor, they will mark
"approved" in the status box and change the start date of the class
if the start date was before the approval date. Even if the instructor was an
employee of the school before the contract was received, the beginning date of
the class can not be before the office gets the contract back from the
instructor- the course approval date.)
To enroll a student in a course with open
spaces, follow these steps:
- Log onto ES Web files. Go to
Search/Courses GEAs. Click start find, choose
your school, and click complete find.
2.
Click on the course title you wish to enroll a student in. This will take
you to the page with more information and enrollment.
3.
Check to see if there are any open spaces in the course. If the number in
that space is 0, do not attempt to enroll a student. The course is
FULL. Check back later, or contact the instructor to see if another
course may be started.
4.
If there are open spaces, click on the box under student number in the
enrollment section on the bottom right of the page, and select your students
name from the drop down box. The student’s name will fill in
automatically. Then select the X under ES Approval. This step
reserves the space for your student, and encumbers the funding. Without
an X in this space, another ES could enroll their student ahead of yours, and
yours would lose the space.
5.
If the course status box shows this course as “approved”, print out the form
(making sure that your student’s name is visible in the box on the bottom
right) and give to your student to take with them to class to give to their
instructor as proof of their enrollment and that the school will be paying for
their attendance at this course. The ES may also give the form to the
instructor if desired.
6.
If the course status box does not yet say, “approved”, continue to check back
until the course is approved. Then proceed with step #5.
7.
If this course requires extra items for approval (see notes area), the ES is
responsible to see that their students have completed all forms, documentation,
etc. prior to giving them their attendance approval printout.
8.
When enrolling a student, keep in mind that a course can run for the duration
of one semester, and if the student and the ES wish to continue in the course
for the next semester, the student will need to be re-enrolled.
9.
The ES is responsible to make sure that the CP instructor is notified when
one of their students drops from a class. A phone call to them is sufficient.
If they find that an instructor has billed for that student, after they have
been notified of the drop, e-mail accounting@ieminc.org and the charge will
be adjusted. If a student drops, please mark the
red "X" on the course page in WEBfiles.
Remember: No student should attend
any
course until it has been approved by IEM. The ES needs to let their parents
know when they can and cannot attend a class that will be paid for by the school
(a date after
the
class
is
approved
and
the instructor is ready to start).
No
student
should
be
enrolled
in a course that would be considered a conflict of
interest. They also should only attend if there is an open space in the
course for them, and they have a printed form from you for the instructor that
authorizes them for the course. Attendance at any course prior to this
is
the responsibility of the parent and will not be paid for by the school.