Contract
Programs
(Definition, Policy, Procedure for
Setting Up Course, How to Create a Course, Following up on
Created Course, Duplicating
Course, Enrolling Students in Course, Dropping Student from Course)
Definition
A. Contract Programs (CP)
refers to the process by which a learning experience such as a CP course,
tutoring, or a Group Educational Activity (GEA) is set up in WEBfiles
B. It is either a CP course
which a school instructor or a vendor is providing for a group of only our
charter school students, or it is a Group Educational Activity (GEA).
C. No sectarian or
denominational instruction may be given in any course/activity paid for by the
school
D. The initiation of CP
Courses/GEAs are based on the student’s educational needs.
E. CP courses can only run for
the duration of one semester, and if desired, may be set up for the next
semester.
F. To learn more about GEA’s
please go to Group
Educational Activity.
G. CP courses, HQT courses, tutoring,
and GEAs are posted in the same location in WEBfiles.
Types
of Courses:
Courses may
be restricted or unrestricted.
·
Restricted Courses: If the course request
for a student falls under #4 in the Restricted
Course Policy and needs additional
requirements, it may NOT be set up as a CP course, but must be submitted as
Service PO.
Those particular activities may only be done with a school approved
commercial vendor. If it is a restricted course that can be set-up as a CP
course, be sure to follow the information on the documents linked above.
Student
information:
1. A student is officially
enrolled in and may attend a course after the office has received the ES’s
approval for the dollar amount stated in ES WEBfiles
for the course. (The ESs Instructional
Funding budget will be encumbered for that student.)
2. After enrolling in a
course in Webfiles, the ES must print a copy of his/her ES Webfiles screen
showing the ES approval. The student will give this paper approval to the
instructor of the course, who will then allow the student to attend the course.
3. Once a student is
officially enrolled in a class, he is committed to paying for one calendar
month's worth of that CP course at a time
Times and
locations of courses
·
Courses
may be held in a variety of locations. The school may request proof of
insurance.
·
Courses
may be held on Monday through Friday. Make up courses may be scheduled as
needed. Courses may not be scheduled exclusively on weekends, holidays, school
breaks, prior to the first day of school or continue after the last day of
school unless approved by IEM.
Course
Instructors:
·
Course
instructors must be approved by the ES setting up the course prior to
instruction and the instructor must complete the employment or vendor process
before he/she may provide instruction to students enrolled in this charter
school.
·
Instructors
will be given a copy of Employee
Instructor Policy. 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. That date is the official approval date for that course.
·
Instructors
with relatives in their classes must have a least an equal number of enrolled
school students as relatives in order for the class to be approved.
·
Instructors
must follow Conflict
of Interest Protocol .
ES as CP
Instructor
·
An
ES who is also a school CP instructor may not be paid from the Instructional
Funding account they control for their own children or other children who
reside in their household. But, the ESs children may attend the class they
teach for free, ordering any required materials separately on a PO for the
child. Be sure to take this into consideration when stating the maximum number
of students allowed in a CP course.
·
An
ES may not require any of the students on ES student list to enroll in the CP courses they instruct. If an ES feels
that a student would benefit from one of the above activities, and the parent
disagrees, the ES can only require it of them if approved in writing by the
ES's Advisor. (This does not limit a parent’s ability to choose to participate
in any of these situations).
·
An
ES must follow Conflict
of Interest Protocol .
Class
Size
·
The
instructor may state the minimum and maximum number of students they will allow
in their courses.
·
The
instructor’s contract for each course will be based on a per student rate,
times the maximum amount of students they will accept. The school will
only pay the per student rate for each student actually enrolled in that course
each calendar month.
·
An
instructor may cancel a class with 5 days written notice to Contract Programs
that falls below their stated minimum number of students.
Cost of
Class
·
The
ES who sets up the course will identify the instructor’s
knowledge and training related to the subject the instructor will be teaching.
·
CP
courses will be set-up based on a per student rate.
·
The
20 – 25 % employment costs for classified
instructors will be included in the per student rate that is encumbered in
the ES’s budget for the course.
·
The
encumbered cost for a course may be less than that approved by the ES for their
student, but never may more be deducted from an ES’s
if account for a student for a course than what the ES has approved in ES
webfiles.
·
A separate amount may be encumbered in the ES IF account for materials
for a course and a course facility fee. That amount will be charged out
evenly over students taking the course and must be stated in the signed
contract with the instructor.
Materials for courses may be obtained by:
·
The
ES: for his/her individual student. He/she submits a purchase order and the
individual charge for these material will be made to the ES’s IF account as
with any other student order.
·
Purchased
by the instructor: The funds will be reimbursed to the instructor
when the receipt has been sent to the office. A list of these materials
must be submitted with a course set-up worksheet.
Important
Information
·
Books
are the property of the school they were purchased from and must be returned to
the school at the end of the course. Instructors must see that materials are
returned to the school at the end of the course.
·
Under
no circumstances may a contract program
course begin or will an
instructor be paid for any classes taught prior to a signed contract with the school. A contract between the
school and the instructor of a course will be in effect after:
1. the course has been
educationally approved by the ES who set up
the course.
2. the service contract has been
signed and returned to the office
3. the ES for each student
has approved enrollment and funds encumbrance in ES WEBfiles
·
For
a group educational activity that will be held outside of the normal course
location, an Educational
Activity Permission Slip form must be sent for each student to their ES
prior to the PO/Check being released. (Follow instructions on the form)
·
Anyone
who will be providing transportation to an Educational Activity for students
other than their own children must submit a Volunteer/Employee
Vehicle Usage-Transporting Students form
to their ES. (Follow instructions on the form)
Cancelling/dropping student from course
·
A
course may be cancelled for safety reasons or if the instructor is not
fulfilling their contract with 5 days written
notice.
·
A
student may drop from a CP course, but their instructional funding will be
committed to paying for the rest of that calendar month unless the course is
officially cancelled.
·
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 ap@ieminc.org and the charge will be adjusted.
Procedure for CP
course
1.
The ES whose student’s parent has requested the CP
course is responsible for setting up the course. The ES needs to contact the
instructor before completing the WEBfiles form.
2.
Gather information to complete Course set-up.
3.
The Contract Programs
Course Request Form, will assist
you in gathering required information, such as:
·
Instructor’s knowledge and training level for the
specific course that is being set up,
·
Information about the course so that he/she will be
able to select the growth area, school standards, and state standards
applicable to this course from the drop down list
·
Specific elements the course will contain for entry
into the Course LR info box
4. Create the new CP course; be sure to
identify yourself, the ES creating the CP course as the Contact Person
·
If
this is a new instructor, Vendor Relations will contact the instructor and send
him/her the employment packet
·
If
this is a returning instructor, the course will be posted on WEBfiles.
5. Go into WEBfiles and add your students
to the course; be sure to approve their participation in the course
6. ESs IF account is encumbered for the
cost of the entire course
7. Office will mail a contract to the
instructor
8. Instructor will mail the contract back
to the office
9. Office will notify instructor that
he/she may begin the course
10. Instructor contacts the students and
the course begins
11. Instructor teaches students and sends a
rollsheet monthly to accounting to be paid
12. Accounting will mail the instructor a
monthly check
13. ESs need to speak to students and
parents to identify learning which occurred as well as collecting required
student samples; enter (CP) when identify student taking a CP course
14. IF accounts will remain encumbered
until the instructor has submitted all the required attendance forms
How to Create a new
CP course
·
It
is important to have all the required information to create a new course
request. Incomplete forms will prevent the course request from being
processed. To help you identify and collect the required CP information, use Contract Programs Course
Information form in
the forms section of the Handbook.
·
The
ES who is creating the course in WEBfiles will need to speak to the instructor
of the class. The ES needs to be sure
how little the instructor is willing to be paid to teach the course. The
maximum the instructor can be paid is determined by knowledge and training
levels.
·
The
course set up page in WEBfiles looks like this Sample
Page. 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.
·
The
red alert notice across the page must be resolved before the course is set up.
Directions:
·
Log
onto ES Web files
·
Go
to Create/CP Course
·
Select
Host School code
·
Enter
course title, grade level, select course type, Class Street, Class City and
county. (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.)
·
Select
Growth Area for course.
·
Select
Instructor from drop down list
·
If
the instructor’s name is not on the list then complete the instructor or vendor
name, phone #, and email address information. (The vendor status will
show up as “approved” when the vendor is cleared to work.)
·
Select
Instructor Knowledge level based on their expertise in the subject matter:
You will need to talk to the instructor before selecting the
appropriate knowledge level for the specific course to be taught:
1. Has the instructor volunteered or
worked less than 5 years in the subject he/she will be providing instruction?
2. Does the instructor have work
experience between 5-10 years or have professional experience less than 10
years or have teaching/training less than 10 years?
3. Did the instructor have Special
Training in the subject that he will be providing instruction? Is the
instructor considered an expert in subject he/she will be teaching?
·
Instructor
Training Level selection is based on experience teaching or training in
subject. You will need to talk to the instructor before selecting the appropriate training level
for the specific course to be taught:
1. Does the instructor have less than 5 years teaching or training
in subject he/she will be giving instruction?
2. Does the instructor have 5-10 years teaching
or training in subject he/she will be giving instruction?
3. Does the instructor have more than 10
years with credential/degree/ or equivalent in the subject he/she will be
giving instruction?
·
Enter
information in the drop down list stating “yes” or “no” if instructor has a
current CA credential.
·
Fill
out Contact person, contact phone #, and contact email. The
ES who is creating the CP course is the contact person for that course.
·
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.
·
Notes:
Calculation Information: After entering
the information for Instructor Training and Instructor Knowledge, discuss with
instructor the hourly rate that he/she expects to receive.
o
There
is a maximum hourly rate the instructor can receive based on his/her
Knowledge/Training. For example, if you
entered 1 in training and Knowledge areas, the instructor will not be allowed
to be paid the same amount as a credentialed teacher can be paid.
o
You
need to discuss how many students the instructor is willing to work with for
how much money, and how few students for how little money.
·
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. (The instructor must submit
receipts to be reimbursed for the materials).
·
Enter
the facility Name/ address/ phone # only if there is a charge to the class for
usage of the facility.
o
A
Request for Certificate of Insurance must be filled out and is available
through vendor relation.
o
REMINDER:
Facility must be an approved vendor or fill out Vendor Request Form.
o
Enter
the dollar amount for the total facilities cost for entire course session.
·
Write
any ES comments.
·
ES
code and ES Name are automatic
·
Enroll
your students’ by selecting student number from drop down list and select X in
ES approval if your student has available funds for course.
·
Type
in ES approval date.
·
Select
state standards appropriate for course from drop down list.
o
Click
on the small bottom left-hand box and select the grade level/course in the box.
o
Once
the grade level/course is selected, the state standards and grade level will
automatically come up.
·
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.
·
Mark
“Done”
Following
up on CP course You created
IMPORTANT
REMINDER: A course will not
be approved to begin until ALL the required information has been entered 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.
·
Need to know information regarding
process after created course DONE:
1. 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.
2. If there is no date there, then there
is a hold up in their employment packet at personnel (may still need their TB
test results, etc.),
3. 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.
4. 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.
How to duplicate a previous CP course you originally
created
·
Log
onto ES Web files.
·
Go
to the course you want to duplicate
·
Choose
Duplicate button
·
Enter
information changes for the new course