Enrichment Vendors Dysart Unified School District

Transcription

1 Enrichment Vendors Dysart Unified School District Community Education Department North Parkview Place Surprise, AZ Phone: Fax:

2 Dysart Unified School District No. 89 Nathaniel Dysart Education Center Kristen Moser Community Education Program Manager North Parkview Place Surprise, AZ Phone: Fax: July 1, Dear Enrichment Vendor/Instructor: The Community Outreach Department has assembled this packet to aid you in preparing enrichment classes offered outside of normal school hours. Our department offers academic, artistic, and physical activity enrichment classes to students of all ages and adult members of the community to enhance continued learning and physical development. Please read and complete the enclosed packet and submit it to the Dysart Unified School District Community Outreach Department located at the Nathaniel Dysart Education Center, North Parkview Place, Surprise, AZ After the Community Outreach staff has reviewed your documents, you will be contacted and arrangements can be made to further discuss your proposal. We appreciate your interest in providing the Dysart Unified School District community members with affordable, high quality enrichment opportunities. Sincerely, Kristen Moser Community Education Program Manager Superintendent Gail Pletnick, Ed.D. Governing Board Spencer Bailey Jay Leonard Christine Pritchard Traci Sawyer-Sinkbeil Jennifer Tanner Power in the preparation Excellence in the journey Success for a lifetime

3 Enrichment Course Information Sheet Community Education Department North Parkview Place, Surprise, AZ Phone: Fax: To facilitate an enrichment class or program, please complete the form below. If you would like your flyers placed at the school sites, you must complete this form. All flyers must be pre-approved by the Community Outreach Department. Title of Program: Sessions: Fall (8/7/ /13/2017) Winter (10/23/ /21/2017) Spring (1/8/2018 3/16/2018) Summer (3/26/2018 5/24/2018) Preferred Class Times: Start Time: AM / PM Preferred School Site: Finish Time: AM / PM Fee Per Class: (Include 30% Amount) Grade (K-12) or Ages: Program is for: Male Female Both Minimum Enrollment Number: Maximum Enrollment Number: T-Shirt/Materials Included: Yes/No Instructor/Contact Name: Phone: Cell: Class Description: (Attach additional pages if necessary.) Signature Date Printed Name Please submit this completed form to the Dysart Community Education Program Manager Phone: kristen.moser@dysart.org Dysart Unified School District North Parkview Place Surprise, AZ 85374

4 Vendor Expectations & Procedures Community Outreach Department Dysart Unified School District North Parkview Place, Surprise, AZ Phone: Enrichment Vendor Expectations and Procedures: Dysart Unified School District upholds the highest quality standards in all aspects. Since your company is an integral part of community outreach programs serving the Dysart community, it is imperative that your services reflect Dysart standards. In order to assure that the program you offer aligns with the goals and mission of the Dysart Unified School District, we require you and all of your staff members to meet the following procedures and guidelines: Employees and Instructors: Fingerprint Clearance: Prior to having any interaction with Dysart Unified School District students, all instructors or other individuals presenting or teaching classes must have a valid and current State of Arizona Fingerprint Clearance Card. Documentation must be submitted to the Community Education Program Manager before classes begin. Facility Use Guidelines: A completed and signed Facility Use Guidelines form must be on file in the Community Outreach Department at the district office. Prohibited Items: Gambling and the use, possession, distribution, or sales of tobacco, drugs, weapons, or alcohol are strictly prohibited on school grounds. No pets of any kind are allowed on school grounds. Hazards: The use of open flames, such as candles, is not permitted. Any electrical tools, appliances and extension cords used shall be in good condition. All materials used shall be properly handled, stored, or stacked. Property Changes: Changes to the building or equipment, deviation of rental purpose, use of fog machines and enclosed inflatables (including, but not limited to, bounce houses) are not permitted. Display Items: Nothing shall be sold, given, exhibited, or displayed for sale without prior permission. All sales are prohibited unless the proceeds will be used for charitable or nonprofit educational purposes. Facility Use: Only facilities specifically approved by the designated administrator are to be utilized. Persons attending the activity must confine themselves to the specific authorized areas. Student Involvement: All activities involving students as spectators or participants must end by 10:00 pm. Exceptions must be approved by the Assistant Superintendent. Occupancy: The sponsor must limit the number of occupants to the safe seating capacity of the room or facility used. Program Approval: The program for speakers, plays, amusement, entertainment, or other activity shall be provided to the Community Education Program Manager, along with any advertising of the promotion of the program, such as newspaper releases, posters, tickets, and handbills. All advertisements must indicate the sponsoring agent. Distribution must be approved by the Community Outreach Department and follow advertising policies. Program materials must be submitted for approval at least two weeks prior to the start of the program. Insurance: All groups must provide the district with documentary evidence of liability insurance with a limit 1

5 of at least one million dollars, and must be on copy with the Community Outreach Department at least two weeks prior to the first date of use. The district must be listed as an additionally insured party. Restricted Areas: The availability of cafeteria kitchens, auditoriums, computer or science labs and other areas may be restricted to specific times or activities. Special fees will be charged for the use of those facilities, and/or authorized personnel. Class Start Time: Please schedule class start times no earlier than 15 minutes after school dismissal. This will give students an opportunity to get to enrichment classes on time. Vendor Arrival: Vendors should arrive at a minimum of 15 minutes prior to the start of the class. School parking lots are very busy at dismissal time and locating a parking space may be difficult. Vendor Sign-In: In situations when your class begins immediately after school dismissal, if school personnel request that you remain in the office until dismissal time, you must honor their request. Emergency Contacts: Please provide the instructor s emergency contact information to the Community Education Program Manager to reach the class in case of emergencies. Each instructor should have an emergency contact cell phone number. Student Roster: A roster with each student s contact information must be in the vendor/instructor s possession at each class session. Absences: Unplanned absences and tardiness are unacceptable unless due to an emergency. Immediately notify the Community Education Department at (623) in the event of any unexpected changes to the class schedule. Class Changes: The Community Outreach Department must be notified and approve in advance any change to class schedules of location. It is the instructor s responsibility to contact parents, students, and the school office when you are absent or a class must be cancelled. Instructor Knowledge: Instructors must be knowledgeable in the contact area in which they are providing instruction and provide safe, quality instruction during each class session. Dress Code: Instructors must adhere to the Dysart Unified School District dress code policy as stated in the Student Handbook. Spaghetti straps, hats, and bare midriffs are not permitted. Equipment: The vendor/instructor must provide all equipment or materials required for the class. Equipment must be clean and used safely. Lesson Plans: Lesson plans must be adjusted to meet the needs of all participants. Behavior Management: Instructors are expected to implement proactive behavior management techniques. This includes maintaining a positive learning environment by using positive language and redirection practices, displaying a positive attitude, and practicing positive actions toward all participants. When redirecting student behavior, Dysart Unified School District policies and guidelines must be followed. Student Behavior: All students are required to adhere to normal school-day behavior guidelines. Class Enrollment: Classes that do not meet their minimum student enrollment will be cancelled. Classes that are cancelled twice consecutively will need to be reformatted (e.g. lowering the price, adjusting the age range, etc.). If the class cannot be reformatted, it will be dropped from the enrichment classes offered through the district. Class Evaluation: On the final day of class, evaluations must be distributed and collected. Evaluations must be turned into the Community Outreach Department within a week of the final class. 2

6 Facility Use: If facilities are not open 15 minutes before the start of your class, please contact Kristen Moser at (623) (Monday through Friday), (623) (Weekday Evenings), or (623) (Weekends). Do not use any materials found in the space; they are the property of the school, teacher, or students, and should be treated as such. Any lost, missing, or damaged items will be the responsibility of the vendor to replace or repair. Please respect the facility and return/leave it in the exact manner in which it was found. Attendance Procedures: The Community Outreach Department will provide registered students contact information. This information must be treated as private and confidential. Instructors must check the absence list with school office staff prior to the start of each class. Attendance must be taken immediately (as children enter the class). Afterschool students who have not arrived to class within five minutes of the class start time must be located. The action steps listed below must be followed: 1. Inquire with the school s office staff and/or the student s teacher(s). 2. Call the contact number(s) listed on the attendance roster to notify parents. It is your responsibility to locate missing children; however, Dysart staff will help you narrow the search if necessary. 3. If a missing child is not located within fifteen minutes of the class start time, call the Community Outreach Department at (623) or (623) Dismissal Procedures: Never leave children unsupervised. Refer to the class rosters provided by the Community Outreach Department to determine to whom children will be released after class (i.e. Parent pick-up, Walk/Bike, Childcare, etc.). 1. Students who walk or bike home may be dismissed at the end of class. 2. Students who attend onsite childcare must be walked to the program and signed in. 3. Designate a parent pick-up area and escort students to the area after class. You must remain with students until an authorized person has arrived. If a parent is late, refer to the class roster for contact information and call contacts. If parents are repeatedly tardy, please call the Community Outreach Department to help resolve the situation. Students are the responsibility of the instructor until they are released to an authorized adult. Do not allow students to run ahead of the class, even within the school facility. Close the room and building doors when you exit the facility. Contact the field technician, school administrative secretary, or school administrator if there is an issue. Fees: The Dysart Community Outreach Department will receive 30% of tuition fees for after school classes. Do not charge any additional fees (beyond the tuition fee) for items such as supplies, performances, books, shirts, etc., unless it has been pre-approved. 3

7 Instructors will be paid after the conclusion of the session. No vendors will be paid during the time frame that classes are being held. Vendors will be paid via purchase order. Vendors may not negotiate fees or class schedules directly with the schools. All requests for class costs or scheduling needs to be referred to the Community Outreach Department. Do not allow unregistered students to attend the class. Community Outreach will not pay the vendor for unregistered students who have been allowed to continue attending classes. Instructors may collect registrations on the first day of class only in the absence of a Community Outreach staff member. All monies collected must be taken to the Community Outreach Department, along with a completed registration packet, and receipted within 24 hours of being received. Vendor Document Checklist: Updated copies of these forms must be on file with the Community Outreach Department before you can start a class. It is the Vendor s responsibility to make sure all documentation is submitted and up to date. The Expectations and Procedures form will be updated and must be resubmitted annually. Please ensure the following documents have been submitted to the Community Outreach Department: W-9 Form Vendor Information Form Vendor Expectations and Procedures Facility Use Guidelines Course Information Sheet One million dollar limited liability insurance policy Fingerprint Clearance Card Payments, Fees & Invoices: Effective July 1, 2017, the Dysart Community Education Department will begin collecting all enrichment program payments and registration fees. Registration fees must be paid to Community Education prior to the start of the enrichment class. All enrichment vendors must invoice the Community Education Department no later than two weeks after completion of the program. Monthly invoicing during the program is acceptable. I have read and agree to uphold the policies outlined above. I understand that individuals in my employ or my own failure to comply with the expectations set forth in this document may result in any agreements with the Dysart Unified School District immediately being terminated. Signature Date Printed Name Date 4

8 Dysart Unified School District No. 89 Nathaniel Dysart Education Center Kristen Moser Community Education Program Manager North Parkview Place Surprise, AZ Phone: Fax: Facilities Usage Specialist and Cleaning Waiver As representative of the organization renting the Dysart Unified School District facility, I understand that by waiving the fee for a Facilities Usage Specialist, my organization will assume all responsibility for the cleaning, setup and security of the facility being rented. If the organization does any damage or fails to return the school to regular operating conditions, the Community Education Department reserves the right to bill for cleaning or any damages that may occur. Community Education also reserves the right to require that a Facilities Usage Specialist be hired for future rentals. Renter Name Renter Signature Dates Facilities Usage Specialist Will Be Waived Superintendent Gail Pletnick, Ed.D. Governing Board Spencer Bailey Jay Leonard Christine Pritchard Traci Sawyer-Sinkbeil Jennifer Tanner Power in the preparation Excellence in the journey Success for a lifetime

9 Facilities Use Request Internal Community Education Department North Parkview Place, Surprise, AZ Phone: Fax: Date(s) Requested: One-Time Use Date: Day of Week: Multiple dates of Use (list each date): Monday Tuesday Wednesday Thursday Friday Saturday Sunday Use of Facility Requested Time: Use of Facility End Time: Event Start Time: Event End Time: Site Requested: Room / Area Requested: Set-Up Requested: Classroom Theater Hollow Square U-Shape Conference Other: Equipment Requested: Microphone Podium Tables: # Chairs: # Other: Special Instructions: Name of Organization: Nature of Activity: Estimated Attendance: Person Responsible: Billing Address: City: State: Zip: Telephone: Alternate Number: Address: Purchase Order Number: *Please note that all facility use guidelines must be followed. Guidelines include, but are not limited to: No third party leasing, no enclosed inflatables, no fog machines, no open flames, no smoking, no alcohol, and no pets. Additionally, all parking rules, laws, and regulations must be followed. No food or drink allowed in any areas except cafeterias. Signature of Event Supervisor: Date: IN ORDER TO RECEIVE ADDITIONAL SERVICES LISTED BELOW, PLEASE CHECK APPROPRIATE BOX NEXT TO SERVICE(S) REQUIRED. PLEASE NOTE: A confirmed purchase order number for services is required prior to approval of facility use. FACILITIES USAGE SPECIALIST REQUESTED (Unlock/Lock Building, Security, & Set-up) Rate: $25.00 per hour FOOD SERVICE REQUESTED (Required for any intended use of kitchen - NO EXCEPTIONS) Rate: $25.00 per hour ABM REQUESTED (Additional Room Cleaning & Second Cafe Cleaning) Rate: $30.00 per hour *Please note that if no extra services are selected, it is the responsibility of the user to ensure the well-kept condition of the facility. This includes, but is not limited to: cleaning the site, emptying trash, and returning equipment. Signature of School Administrator: Date: Signature of Community Education Program Manager: Date: Signature of Director Federal Projects & Community Outreach: Date:

10 Facilities Use Request External Community Education Department North Parkview Place, Surprise, AZ Contact: Community Education Program Manager Phone: Fax: Date(s) Requested: (All fees will apply to entire time facilities are occupied.) One-Time Use Date: Day of Week: Multiple dates of Use (list each date): Monday Tuesday Wednesday Thursday Friday Saturday Sunday Use of Facility Requested Time: Use of Facility End Time: Event Start Time: Event End Time: Site Requested: Room / Area Requested: Set-Up Requested: Classroom Theater Hollow Square U-Shape Conference Other: Equipment Requested: Microphone Podium Tables: # Chairs: # Other: Special Instructions: Name of Organization: Nature of Activity: Estimated Attendance: Person Responsible: Billing Address: City: State: Zip: Telephone: Alternate Number: Address: Please note that all facility use guidelines must be followed. Guidelines include, but are not limited to: no third party leasing, no inflatables, no fog machines, no open flames, no smoking, no alcohol, and no pets. Additionally, all parking rules, laws, and regulations must be followed. No food or drink allowed in any areas except cafeterias. Signature of Event Supervisor: Date: PLEASE NOTE THAT USERS MAY BE CHARGED FOR ADDITIONAL SERVICES FACILITIES USAGE SPECIALIST REQUESTED (Unlock/Lock Building, Security, & Set-up) Rate: $25.00 per hour FOOD SERVICE REQUESTED (Required for any intended use of kitchen - NO EXCEPTIONS) Rate: $25.00 per hour ABM REQUESTED (Additional Room Cleaning & Second Cafe Cleaning) Rate: $30.00 per hour *Please note that if no extra services are selected, it is the responsibility of the user to ensure the well-kept condition of the facility. This includes, but is not limited to: cleaning the site, emptying trash, and returning equipment. Signature of Community Education Program Manager: Date: Signature of Director of Federal Projects & Community Outreach: Date:

11 Dysart Unified School District No. 89 Nathaniel Dysart Education Center Kristen Moser Community Education Program Manager North Parkview Place Surprise, AZ Phone: Fax: Arizona State Law on Concussions As representative of the organization renting or providing an enrichment program in the Dysart Unified School District facilities, I understand that under the Arizona State Law (2011), a group or organization that uses property or facilities owned or operated by a school district for athletic activities must abide by all health and safety practices set forth in the law pertaining to concussions. The renting organization agrees to comply with the policies and procedures of the Arizona State Law and will assume all responsibility for providing this information to parents and children. The renting organization agrees to follow all requirements according to this law. The renting party must review the law at Per the Arizona Interscholastic Association (AIA), students, parents, and administrators at the junior/middle school levels will take the Brainbook Concussion module at and click on the quick link titled Brainbook. Once the new window opens, the user may click on the link in the login box titled Non-Student Course Link. This will allow the user to take the online concussion module without registering or taking the quiz at the end of the high school student s module. Completing this quiz will suffice for the concussion educational requirement. By signing this statement you are acknowledging that you have reviewed the Arizona State Law regarding concussions at the link provided above and you are confirming you will abide by this law by providing the necessary Brainbook Concussion Training to parents and students in your organization. Name of Organization Representative Signature Date Superintendent Gail Pletnick, Ed.D. Governing Board Spencer Bailey Jay Leonard Christine Pritchard Traci Sawyer-Sinkbeil Jennifer Tanner Power in the preparation Excellence in the journey Success for a lifetime

12 Facilities Use Guidelines Community Education Department Dysart Unified School District North Parkview Place, Surprise, AZ Contact: Community Education Program Manager Phone: Fax: General Safe Practices and Cooperation: The occupant shall adopt and follow safety measures during its operations at Dysart Unified School District facilities. The occupant is also expected to cooperate with member district personnel to promote safe operations. The occupant should review the Facility Use Guidelines below and any additional safety and security recommendations with Dysart personnel prior to use of the facilities. Facility Use Guidelines: Facility use shall be conducted in compliance with all applicable statutes, rules, regulations, and Dysart Unified School District policies. Requests of usage or non-usage must be ed at least two weeks prior to events. Failure to issue proper notice will result in user being held financially responsible for the entire rental fee. The applicant is held responsible for the preservation of order. Responsible adults must supervise all children attending or participating in an event or activity. The user will require participants to wear appropriate clothing as related to district dress code. Gambling and the use, possession, distribution, or sales of tobacco, drugs, or alcohol are strictly prohibited on school grounds. No pets of any kind are allowed on school grounds. The use of open flames, such as candles, is not permitted. Any electrical tools, appliances and extension cords used shall be in good condition. All materials used shall be properly handled, stored, or stacked. Changes to the building or equipment, deviation of rental purpose, use of fog machines and enclosed inflatables (including, but not limited to, bounce houses) are not permitted. Nothing shall be sold, given, exhibited, or displayed for sale without prior permission. All sales are prohibited unless the proceeds will be used for charitable or nonprofit educational purposes. Only facilities specifically approved by the designated administrator are to be used. Persons attending the activity must confine themselves to the specific authorized areas. The individual/organization event should conclude no later than 10:00 p.m. Extended vacating time will bring charges to the occupant. (Exceptions must be approved by the Assistant Superintendent.) The sponsor must limit the number of occupants to the safe seating capacity of the room or facility used. The program of speakers, plays, amusements, entertainment, or other activity shall be provided to the Community Education Program Manager, along with any advertising of the promotion of the program, including newspaper releases, posters, tickets, and handbills. All advertisements must indicate the sponsoring agent. All groups must provide the district with documentary evidence of liability insurance with a limit of at least one million dollars, and must be on copy with the Community Education Department at least two weeks prior to the first date of use. The district must be listed as an additionally insured party. 1

13 Facilities Use Guidelines Community Education Department Dysart Unified School District North Parkview Place, Surprise, AZ Contact: Community Education Program Manager Phone: Fax: Special fees will be charged for the use of the cafeteria including fees for kitchen and/or authorized staff technicians. The user shall observe district vehicle parking guidelines. This includes, but is not limited to, parking in areas marked red indicating a fire lane or reserved areas as indicated. Vehicles are prohibited on sidewalks. The user shall provide adequate signs and markers to inform participants of rules and shall maintain the facility in a safe manner. All means of access or egress shall be identified and communicated to participants. The user shall maintain all areas used, including fields, in a clean, well-organized manner. All materials used shall be properly handled, stored, or stacked. Vehicles are prohibited on fields or tracks. The user shall not use or touch school supplies or materials while using the rooms. Facilities shall be returned to original condition prior to user vacating. The user shall inspect all fire lanes, roadways, and sidewalks to be used. These lanes are to remain clear of obstructions during use. Extension cords are to be used in low traffic areas to avoid a trip hazard and meet fire safety standards. The user shall maintain a list of emergency phone numbers of district staff that will be available at all times. Payment Terms: The renter shall make facility use payments on time or risk losing the right of facility use. In accordance with rate schedules, all deposits and upfront fees must be paid in full at least two weeks prior to the first date of use. When the renter has been placed on a payment plan, a $5.00 fee will be added to each payment. Invoices will be mailed on the 1 st of each month. Payments will be due on the 15 th of each month. If payment is not received at the Community Education Department by the 15 th of each month, a $25.00 late fee will be added to the renter s account on the 16 th of the current month. Any discrepancies or disputes on the invoice must be reported to the Community Education Program Manager or the Community Education Accountant by the 10 th of the current month the invoice is due. If Community Education is not notified of the discrepancy, the renter will be responsible for the entire original invoice amount. If payment has not been received in full by the last day of the current month, or if a payment plan has not been set up, the renter will not be able to utilize the facility effective immediately. By signing below, the signee understands that any violation of the above guidelines may result in termination of the facility rental agreement. The signee agrees to all guidelines outlined in this document and the regulations of the Dysart Unified School District facility rental terms. User s Signature: User s Name (Please Print): Name of Organization: Date: 2

14 FINANCE DEPARTMENT Vendor Information Form Procurement Department North Parkview Place, Surprise, AZ Fax: Company Name: (Please include all dba names under this Tax ID number) Order Information Are you a Dysart employee? Yes No Remit To Information Name: Name: Address: Address: City: City: State: Zip: State: Zip: Order Phone Number: Remittance Phone Number: Order Fax Number: Remittance Fax Number: Contact Person & Title: Contact Person & Title: I certify that: 1. I am duly authorized to certify the information requested herein; 2. To the best of my knowledge, the elements of information provided herein are accurate and true as of this date; 3. My organization warrants that it and all proposed subcontractors are in compliance with Federal Immigration and Nationality Act (FINA) and all other Federal immigration laws and regulations related to the immigration status of its employees, and shall obtain statements from all subcontractors certifying compliance with this requirement and shall furnish the statements to the District upon request; 4. My Organization shall comply with all State and Federal equal opportunity and non-discrimination requirements and conditions of employment in accordance with Federal Executive Order 11246, State Executive Order 75.5 or A.R.S through 1465; 5. My organization shall not provide any product or service without first having in our possession an authorized Purchase Order from the District. I understand that payment for any product or service provided without an authorized Purchase Order is NOT the responsibility of the District and I will be required to obtain payment from the individual requestor; 6. My organization shall provide the Purchase Order number on all invoices submitted to the District. I understand that invoices received without this information may not be paid; 7. All District invoices shall be submitted directly to the District Accounts Payable Department and not to the requesting school or department. to: accounts.payable@dysart.org 8. All invoices must be received by June 30 th of each fiscal year. It is the vendors responsibility to follow up on payment of invoices within 30 days. Typed Name & Title/Position: Signature: Date: Regulations require we have a copy of your W-9 on file. Please attach a copy of your W-9. Rvd 07/2015