Group Educational Activity
Set-up (GEA)
for large school groups
Definitions
1. GEAs can be for large school groups that may have more than one ES’s students participating in the activity. If the activity is to be made available to other ES's students, then the ES should initiate the process by e-mailing the school office (include name of contact person, date requested, location).
2. If the activity it is to be
only for the students of one ES, then the ES should proceed as directed in the Educational
Activity Policy and Procedure.
3. If the vendor is not listed as “approved” on the vendor list in ES Webfiles for the requesting school, the ES needs to submit a Vendor Approval Request form available on the school website under Forms.
4. For both Educational Activites and GEAs that involve participation at a Theme Park, please see Theme Park Guidelines prior to making a request.
Process:
Check below to see who does what step for a GEA.
5. ESs or Contact Parent: Check
to see if the vendor is approved by the correct IEM school
in Es Webfiles. If it is, proceed. If
not, complete a vendor request form online from the school website in the Forms
area first. Gather all needed info to create a “New CP Course” request in ES
Webfiles. 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 to provide you with all info required to
set-up the activity. If all of the information is included, it can be put into
an email. Fax or email to the designated location by school: CWCS:
6. Office: Log onto ES Web files. Go to Create/New CP Course
7. Office: Enter the following information from info provided by the
ES or Contact Person:
-Select Host School code
-List course title, grade level, select course type, Class Street, Class City and county. Select Growth Area for activity.
-Fill out Contact person (note: parent or ES wanting activity), contact phone #, and contact email or ES email if no address for contact person. Mail copy of Contact Person Procedure to Contact Person.
-Fill in date of activity under proposed start date. Indicate a firm deadline date to enroll in the activity in the ES comments area, along with any other specific infomation that those attending will need to know. When setting the deadline, allow at least 1 week for the check to be processed and mailed out by the office, then mail delivery time.
-Write any additional ES comments: List the address of the ES or Contact Person to where the following forms will be sent: GEA Permission slip, Volunteer/Employee Vehicle Usage (if parents are driving children other than their own), and any other required paperwork for this GEA.
-Enter the ES code and ES Name.
-Check to see if this activity is
"High Risk".
8. Office: Email the ES and
contact parent (if 2 different people, email both)
with a confirmation email that the GEA has been approved, and is now entered in
the database as GEA # ___. Indicate if
the activity is high risk. Remind the ES/Contact parent that they must collect
all forms from the attendees by the last date to enroll. Send the info to the
newsletter and to the Parent Listserve.
9. ESs: After receiving the above email, go into the course in ES
Webfiles under Create/CP Course.
-Select appropriate school standards from drop down list that will correlate with the activity.
-Select state standards appropriate for activity 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.)
-If the activity is high risk,
check the School
Restricted Courses Additional Reqirements
document and begin work on the additional needs for this GEA. The additional
requirements must be met prior to requesting a check from the office for this
activity.
-Enroll your students by selecting
student number from drop down list and select X in ES approval if your student
has available funds for the activity.
-Create an email with information about this GEA and send to the school’s parent listserve to advertise this GEA, disseminate information on where permission slips should be sent, and provide directions to the field trip location.
10. Office: On the last date to enroll in the activity (from the comments area—see #3), communicate with the ES/Contact person about the student list and any high risk requirements. Go over the list of activity participants with the contact person, deleting any students who are “enrolled”, but do not have a permission slip to the contact person or ES (if the ES is the contact person). Email cp@ieminc.org that GEA # ___ is now “closed” to enrollment, and the check needs to be processed. Indicate the required documentation that has been collected for a "high risk" course in your email. Failure to include the high risk information may delay the processing of the check.
11. Accounting: The check for the activity will then be created and mailed to the ES in charge of the activity, along with a list of the GEA participants for that activity. (School checks can only be provided to school employees by the office.)
14. ES: After the ES in charge receives the check for the activity, the permission slips and Volunteer vehicle usage forms must be matched with the final list of students participating in the activity.
15. ES: When all permission forms and vehicle usage forms are received, release the check to the contact person for the activity. NO STUDENT MAY ATTEND THE ACTIVITY WITHOUT A PERMISSION SLIP SUBMITTED TO THE ES IN CHARGE. NO SUBSTITUTIONS MAY BE MADE FOR ANYONE WHO DOES NOT SHOW UP FOR THE GEA.
16. ES: It is critically important that after the event is over that
you mail the receipt for the event immediately to: IEM, Attention Accounting,
1166 Broadway, Suite Q,
17. ES: Create a file to be kept for 2 years with your student files
for this activity. (Do not mail to the office unless requested to do so)
Included in this file should be the following:
-The list of student participants from ES Webfiles (Copy of one received from
office)
-The Volunteer vehicle usage forms (if needed) and the 2 page permission slips
(one for each student/family)
-The check stub (unless it was a PO, then a PO copy)
-Any "High Risk" required documentation
18. ES: If you need to cancel any GEA, please e-mail cp@ieminc.org, and for CWCS: CWCS@ieminc.org and for OGCS/SSCS nmack@ieminc.org .