REVISED: 9/2009
Courses Procedure
DEFINITION: A Contract
Program course is a learning experience that needs to be set up in F.R.E.D.
It is a course a vendor is providing for a group of our school students only.
(The course can only run for the duration of one semester, and then will need
to be set up again, if desired for the next semester.)
For Courses Policy, see Contract Programs
Policy.
*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 F.R.E.D.
**An HQT
Set Up Form is used for setting up HQT CP Courses (for courses with Service Vendors, use Service PO).
For ES Use: email only after consulting with HQT
For Learning Center Use: (ESes do not set up LC courses, only set up by LC Coordinators)
Submit the completed form as an attachment to cwcs@connectingwaters.org (cc the HQT)
ESes, once notificed that the CP has been set up in FRED, enroll student in the course, remembering to mark the ES approval button.
To create a new Contract
Programs course request, follow these steps:
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,
also use Sample Page which shows you the course set up as it
is in F.R.E.D. 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 F.R.E.D. Go to Create/New
CP Course
3.
4. Write in the course title, select
grade level,
5. The Course Key
field is used only for a Nicenet key if applicable.
6. Type in Instructor Name, and if not currently an instructor
for CWCS, 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 “type” of vender, service or employee. Service
vendors are businesses and are usually used with Educational Activities. Employee
vendors are employees of CWCS and do not have business licenses.
8. Choose vendor
from vendor code drop down.
9. 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.
10. 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.
11.
Enter information in the drop down list stating “yes” or “no” if instructor
has a current CA credential.
12. Fill out Contact person, contact phone #, and contact
email (ES is contact person)
13. Fill in proposed start date and last
date to sign up (use 00/00/0000 format), start time and stop time for class
(0:00 AM/PM. format), select 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 office mails the contract.
14. 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.
15. 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.
16. Write any ES comments.
17. ES code and ES Name are automatic
18. Enroll student by selecting student number from
drop down list and select X in ES approval if your student has available funds
for course.
19. Select appropriate school and state standards.
20. Enter a syllabus or other information about specific
topics and activities the course will contain into the “Course LR info”
area. 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.
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 F.R.E.D. 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:
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.
(Do this for both Active and Prospective students...remembering to drop if the student ends up nto enrolling.) 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 by clicking "Print Course
Approval Form" at the top of the page (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.
10. 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.
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.