REVISED 08/2008
Contract Programs Policy
Policies for both Courses and Educational
Activities
Policies for Educational Activities
Policies for both CP Courses and Educational Activities:
1) Courses
and Educational Activities are initiated based on the student’s educational
needs. No sectarian or denominational instruction may be given in a CP course,
either directly or indirectly.
2) No student
is officially enrolled or may attend:
a)
a course unless Contract Programs has received the ES’s
approval allowing the dollar amount stated in F.R.E.D. for the course to be
encumbered for that student in their Instructional Funding account.
b)
an activity unless a
3) Courses
and Educational Activities may be held in a variety of locations. The school
may request proof of insurance.
4) Courses
and Educational Activities 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 CWCS Administration.
5) Courses
and Educational Activities may be restricted or unrestricted. (See Restricted Course
Policy.) Those listed under #3 on the Restricted Course
Policy with additional requirements
may only be set up as an Educational Activity (using a PO Request), as they
may only be done with a school approved commercial vendor, and not an instructor.
6) Anyone who
will be providing transportation to a course or 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)
1) Course instructors
must be approved by the ES prior to instruction and will be given a copy of
Instructor
Policy and Procedures. Once Contract Programs 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 approval date).
2) Under no
circumstances may a contract program course begin or will an instructor
be paid for any courses taken prior to a signed contract with the school.
A contract between the school and the instructor of a course will be in effect
after:
a. the course has been educationally approved by the
ES who set up the course.
b. the service contract has been signed and returned
to Contract Programs.
c. the ES for each student has approved enrollment and
funds encumbrance in F.R.E.D.
3) After enrolling
in a course in F.R.E.D., the ES must print a copy of the course approval form
showing their approval. The student (or ES) will give this approval
to the instructor of the course on the first day, who will then allow the
student to attend the course. No students may attend a course without this
approval form.
4) 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.
CP 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.6. A course may be cancelled for safety reasons or
if the instructor is not fulfilling their contract with 5 days written notice.
5) Total
instructor costs for a class will reflect the usual remuneration in the community.
The ES who sets up the course will select the instructor qualifications,
on which allowed pay will be based.
6) Contract
Program courses will be set-up based on a per student rate. The 15%
employment costs for classified instructors (if applicable) will be included
in the per student rate that is quoted to the ES 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 THAT ES HAS APPROVED in F.R.E.D.
7) 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.
THESE MATERIALS AND FACILITIES CHARGES WILL BE STATED IN THE E-MAIL FOR
ES APPROVAL, AND WILL THEN BE ENCUMBERED UPON APPROVAL BY THE ES.
8) Materials
for courses may be obtained by:
a.
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.
b. Purchased by the instructor: The funds will be reimbursed
to the instructor.A list of these materials must
be submitted with a course set-up worksheet.
9) 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.
10) High
School Core classes must be taught by a person with a California teaching
credential or with a BA in the area that they are teaching. (i.e. if the class
is an upper level math class, it might be taught by an Engineer, or if it
is an English Class, by someone with a degree in English). High School classes
can be taught on core subjects by people other than the above, only if the
class is supplemental to the core course that is taught in the home and supervised
by the credentialed ES. The Contract Programs class in this situation is not
the complete course, it is only to be an additional help/aid to the student
as they complete the course with their HQT. See NCLB
Highly Qualified Teachers for more information.
11) An HQT Set Up Form must be used for setting up HQT CP courses, HQT CP Tutoring, and HQT CP Access taught by CWCS employees. Not required for Elluminate HQT CP Courses, Learning Center HQT CP courses, or HQT courses taught by business vendors (for business vendors, use a PO). ESes must submit the form as an attachment to cwcs@connectingwaters.org
12) A
student is committed to paying for one calendar month's worth of Contract
Programs courses at a time after they have signed up on the web and the ES
has given approval.
13) The truancy policy applies to the HQT
Dept. courses and other CP courses (grades K-12) for the following subjects:
English, Math, Science, Social Science, VPA, Foreign Language. An unexcused
absence will be counted as a truancy.
a) Excused Absence is defined as :
The student or parent shall notify the teacher of the absence at least 24
hours* prior to the time the class meets. Students who have notified their
teacher that they will be absent due to illness, doctor's appointment, or
another reason, MUST complete their assigned make-up work within 48 hours
of the regularly scheduled class meeting. If make-up work is not turned in
to the teacher within 48 hours, the missing make-up work will affect their
grade.
b) Unexcused Absence is defined as:
The student or parent shall notify the teacher of the absence at least 24
hours* prior to the time the class meets. If the teacher has not been notified
by the student or parent of an absence at least 24 hours* prior to the time
the class meets, the student absence will be "unexcused". The student
MUST complete their assigned make-up work within 48 hours of the regularly
scheduled class meeting. If make-up work is not turned in to the teacher within
48 hours, the missing make-up work will affect their grade.
c) Truancy notification: The CP instructor will email the ES and cc the student
on the same day that the unexcused absence occurred to notify them that the
student was unexcused and therefore truant, and that they must turn in their
make up work within 48 hours or it will affect their grade. The ES must follow
the truancy policy and mail a truancy letter within 24 hours of the date that
the email was sent.
(If there are extenuating circumstances that do not allow for at least 24
hours, then the teacher must still be notified prior to the start of class;
allowances may be made depending on the circumstances. Examples of extenuating
circumstances: car accident, sudden illness, etc.)
ESes must explain this policy to their students/parents. Use the
parent info linked to the truancy policy when explaining.
14) To drop
a student from a course before the course begins, you may click on the red
X on Course page in FRED. To drop after the course begins, you must email
cp@ieminc.org. Include the drop date in
the email. A student may drop from the 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 this is not done, the
instructor may continue to bill for the course. If after an ES has notified
CP and the instructor of the drop date, they find that an instructor has continued
to bill for that student, e-mail ap@ieminc.org and the charge will be adjusted
(keep in mind that
some instructors may charge for remainder of month).
15) Instructors
with relatives in their classes must have an equal number of enrolled school
students as relatives in order for the class to be approved.
16) 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
17) An ES may
not require any of the students on their “class 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).
Policies for Educational
Activities
1) Vendors for Educational Activities must be approved through
Vendor Relations. An ES may not become a contracted "business vendor"
during the same time they are a school employee. An ES may teach courses or
offer tutoring as a school employee through contract programs in addition
to serving as an ES.
2) Permission slips, Vehicle Use forms (if applicable), and any additional paperwork needed for high risk courses, must be collected prior to the submission of a purchase order. (see School Restricted Courses Additional Req. )
3) No business may charge us any more that what they charge the general public.
4) No activity will be paid for by the charter school if the vendor does not receive the PO prior to the start of the activity.
5) Only one family or student per PO, and only one activity per PO. Do not submit one PO for multiple families or activities.
6) A PO may be submitted for up to 18 weeks worth of service (one full semester only), unless there is a special "year long" price, and the family has enough funding to cover that expense. (Businesses may bill monthly or wait until the end of the services to bill.) Be sure to include the correct unit/quantity so that the total amount will be listed on the PO. (i.e. if the PO is listed by months, be sure to enter the price per month and the number of months to be included, or if listed by semester, the price per semester and the number 1 under quantity.) Please note, if a PO is made out for a full semester, the parent should be aware that funding may be encumbered for the full amount and that refunds if the student drops from the course may not be possible. Note: If the vendor allows, in most cases, it is best to create the service POs using the number of months and the price per month rather than per semester.
7) The school does not pay for season passes, memberships, team sport registrations, uniforms, parking, etc. but for specific events, educational services and activities only. The ES IF can pay for "instruction", but membership and registration fees a business may require in order for a student to participate in their activity cannot be paid for by the school, but must be paid for by the parent/student in order to participate in that activity.
8) For Vendors that require prepayment, checks are issued to ESes and given to parents after paperwork requirements are met.
9) Course request forms should NOT be filled out in F.R.E.D.
if a PO is submitted for the activity.