1 CALCASIEU PARISH SCHOOL BOARD EXTENDED DAY PROGRAM AUGUST 12, 2009 Extended Day Program In-service.

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CALCASIEU PARISH SCHOOL BOARD

EXTENDED DAY PROGRAM

AUGUST 12, 2009 Extended Day Program In-service

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8/12/2009 IN-SERVICE AGENDA:

Guest Speaker - Accounting Department Guest Speaker - Risk Management Department Review of E.D.P. Policy Manual (Powerpoint) Review Revisions to ProCare Manual Demonstration in ProCare of New End of Month Procedure:

Changing Ledger Card Posting Date Review how to Determine Tier Level on E.D.P. Salary

Schedule Review supplemental payroll instructions for August 15 –

September 11 pay-period (New Salary Schedules & Step Increases take effect September 1)

Review Parent Handbook Review C.C.A. Parent Handout Gonfalon Project Survey Review Important E.D.P. Dates

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8/12/2009 E.D.P. IN-SERVICE:

CONTENTS OF PACKET

E.D.P. DISTRIBUTIONS (ONE COPY PER SCHOOL)

8/12/2009 IN-SERVICE POWERPOINT

C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL

REVISED PROCARE MANUAL PAGES

COPY OF PARENT HANDBOOK (ONE COPY PER SCHOOL)

COPY OF CHILD CARE ASSISTANCE PROGRAM LETTER FOR PARENTS

N.S.F. CHECK PACKET FROM DISTRICT ATTORNEY’S OFFICE

E.D.P. IMPORTANT DATES

LIST OF 2009-2010 E.D.P. SITE DIRECTORS, BOOKKEEPERS, AND PRINCIPALS

GONFALON PROJECT SURVEY

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REVIEW OF E.D.P. POLICY MANUAL

A. PROGRAM OVERVIEW B. STUDENT INFORMATION C. SCHOOL PERSONNEL D. PROGRAM FEES E. STUDENT ACCOUNTING F. FINANCIAL ACCOUNTING PROCEDURES G. PURCHASING PROCEDURES H. CHILD CARE ASSISTANCE I. SUMMER PROGRAM J. ESTABLISHING A NEW EXTENDED DAY

PROGRAM

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E.D.P. POLICY MANUAL A. PROGRAM

OVERVIEW MANUAL INTERPRETATION:

Knowledge of the policies and practices of the Extended Day Program is very important to your work.

You are expected to understand and work in accordance with the policies contained herein.

Extended Day Program Site Directors and Bookkeepers are required to submit an “Extended Day Program Policies and Procedures Manual Sign-Off Sheet” (see appendix A1) to the Internal Auditing Department upon hire and at the beginning of each school-year thereafter.

Should you have additional questions, please contact the Internal Auditing Department.

Brittany Elmer’s Contact Info: Phone: 217-4190 x 2607 Fax: 217-4191 Email: [email protected] Office: 3310 Broad Street, 2nd Floor, Suite 2300

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OVERVIEW PARENT HANDBOOK:

Each school site will provide a handbook for parents.

A sample, print-ready, parent handbook is provided to each Site Director.

Adjustments and additions should be made in order to give parents specific information about the individual school site. (Specifics may include names of the Site Director and Principal of the school, Extended Day locations within the school, drop-off / pick-up map, snack arrangements, and other information.)

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OVERVIEW PROGRAM EVALUATION: Parents/students may be asked to complete a

program evaluation (see appendix A2-3) at sometime during the year as a valued contribution to the Extended Day Program.

This form should be completed at least once a year.

It is intended as a self-evaluation tool for the benefit of E.D.P. personnel. It may be submitted to or requested by the school administrator(s) and/or central office personnel.

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OVERVIEW SNACKS:

Each Extended Day Program will determine its own option from the following methods of providing snacks:

Each student may bring an afternoon snack from home. Snacks may be purchased from school concessions where

available. By assessing all students a minimal fee, all students receive

snacks. Students who wish may purchase snacks from Extended Day. Snacks may be furnished by parents for all students on special

occasions such as birthdays. See Section I – Summer Program for policy regarding snacks for

summer programs. Snack accounts should not have money left over at the end of the

school year. If snack fees are assessed, all snack money collected must be spent on the students during the current school-year.

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OVERVIEW HOLIDAY OPENINGS:

Extended Day sites are not encouraged to open when Central Offices are closed. However, some sites choose to remain open for students during school holidays. Sufficient attendance is necessary to support expenses, i.e. salaries on those days.

In order to attend on a school holiday, a student must be presently registered at a Calcasieu Parish Extended Day Site.

Tuition for holidays is required in advance, and refunds are not available.

Each student will bring a sack lunch.

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OVERVIEW HOLIDAY OPENINGS (CONTINUED):

Detailed plans must be projected in case of emergencies.

C.P.S.B. full-time employees may work a maximum of 40 hours per week in the Extended Day Program. All other Extended Day employees shall work fewer than 30 hours per week.

The Internal Auditing Department must be notified at least one week in advance of a holiday opening by submitting a “Notification of E.D.P. Holiday Opening Form” (see appendix A4.)

It is the principal’s discretion whether children enrolled in different C.P.S.B. Extended Day Programs will be allowed to attend their Extended Day location during holidays.

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OVERVIEW

HOLIDAY OPENINGS (CONTINUED): If an Extended Day site accepts children

registered at other C.P.S.B. Extended Day locations, the Site Director must obtain a “Verification of Enrollment for EDP Transfers Form” (see appendix A5) from the school that the child is registered. Children registered at another C.P.S.B. Extended Day location should not be charged a registration or insurance fee at the holiday site.

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OVERVIEW LOCK-DOWN PROCEDURES Lock-down procedures may be issued in situations involving dangerous

intruders or other incidents that may result in harm to persons inside the school building.

The Principal or Site Director will: Issue lock-down procedures by announcing Lockdown over the PA system,

sending a messenger to each classroom, or sounding bells.

The Staff will: Direct all students, staff, and visitors into holding area. Lock all doors. Cover windows of holding area. If possible, get students under desks in the “tornado position” so faces are

not shown. Allow no one outside of holding area until all-clear signal is given by

Principal/Site Director or until Enforcement, Fire Official, or Emergency Preparedness official evacuates your room.

The Site Director is to take the Student Attendance Log to the holding area.

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OVERVIEW PHOTO/VIDEO RELEASE FORM:

Each student should have signed “Photo/Video Release Form” (see appendix A6) on file with E.D.P. each year.

This form gives permission for children to be photographed and/or recorded on video in connection with Calcasieu Parish Extended Day Program activities.

These recordings become property of the Calcasieu Parish Extended Day Program and may be used in in-service presentations and displays, informative brochures, etc.

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OVERVIEW SITE INFORMATION FORM:

The Site Information Form provides Extended Day Program information such as location, contact phone numbers, employees, enrollment, snack arrangements, hours of operation, and daily schedule.

The Extended Day Program Site Information (see appendix A7) should be completed for each Extended Day Site every school year and submitted to the Internal Auditing Department.

A Site Information Form should also be completed for all summer programs and submitted to the Internal Auditing Department.

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E.D.P. POLICY MANUAL A. PROGRAM OVERVIEW

APPENDIX A: EDP POLICIES AND PROCEDURES MANUAL SIGN-OFF SHEET

– A1 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX A - PROGRAM OVERVIEW\EDP Policies and Procedures Manual Sign-Off Sheet.doc

PARENT EVALUATION SURVEY – A2 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX A - PROGRAM OVERVIEW\EDP Evaluation - Parent Evaluation Survey.doc

PARENT EVALUATION SURVEY SUMMARY – A3 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX A - PROGRAM OVERVIEW\EDP Evaluation -Parent Survey Summary.doc

NOTIFICATION OF HOLIDAY OPENING – A4 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX A - PROGRAM OVERVIEW\EDP Notification of Holiday Opening - IAD.doc

VERIFICATION OF ENROLLMENT FOR EDP TRANSFERS – A5 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX A - PROGRAM OVERVIEW\Verification of Enrollment for EDP Transfers.doc

PHOTO/VIDEO RELEASE FORM – A6 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX A - PROGRAM OVERVIEW\EDP Photo-Video Release Form.doc

SITE INFORMATION FORM – A7 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX A - PROGRAM OVERVIEW\EDP Site Information Form.xls

PROGRAM FACILITATORS – A8 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX A - PROGRAM OVERVIEW\EDP Program Facilitators.doc

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E.D.P. POLICY MANUAL B. STUDENT

INFORMATION

REQUIREMENTS RELATED TO REGISTRATION: Calcasieu Parish Public School elementary children are

eligible for the participation in the Extended Day Program if they meet all of the following criteria:

Attend a school where the program is offered. Are at least 4 years of age. Are potty trained.

Because the Extended Day Program is self-funded through parent registration and tuition fees, only consolidated Extended Day locations will be staffed with a full-time nurse on duty. If a Site Director is contacted by the parent of a disabled student requiring nursing care, the Site Director should notify the Internal Auditing Department so that a determination can be made as to whether an Extended Day location will be able to reasonably accommodate the child’s needs.

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INFORMATION FAMILY REGISTRATION FORM:

Student Information forms including emergency information and medical information must be collected for each child and kept on file. Each child must have a completed and signed “Extended Day Program Family Registration Form” (see appendix B1-3) on file before participating in the program. This information should be current and readily accessible in case of an emergency. This form must be completed for each child that will be participating in the program each school year and summer.

Parents are asked to provide emergency contact information for the well being of each child. Safety is of utmost importance.

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INFORMATION REGISTRATION & INSURANCE FEES

Registration A registration fee is assessed to each student

that will be participating in the Extended Day Program. Registration fees must be paid prior to a student’s participation whether the participation is attending on a weekly or drop-in basis. After January, the principal may opt to prorate registration or waive it completely for the remainder of the school year.

Insurance Upon registration, each child will be required to

purchase accident insurance. This supplemental policy covers students only while they are in attendance at the Extended Day Program.

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INFORMATION

REGISTRATION & INSURANCE FEES (Continued): If a child paid an insurance fee at one Extended Day

Site, then that child should not be required to pay the insurance fee again at a different Extended Day site during the same school year.

The Site Director of the new school that the child will be attending should contact the Site Director of the school where insurance fee was paid and request verification of the child’s coverage via a Verification of Enrollment for EDP Transfers (see appendix B5).

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INFORMATION REGISTRATION & INSURANCE FEES (Continued):

Children of Calcasieu Parish School Board employees who are carried on their parent’s School Board insurance policy may be exempt from purchasing student insurance for Extended Day.

The Site Director is responsible for contacting the Insurance Department to verify coverage and to have the insurance flagged for Extended Day.

The “Insurance Verification Form” (see appendix B4) should be used for all insurance verifications. The return fax will serve as the verification of insurance for CPSB. Should the insurance coverage with the Calcasieu Parish Schools be altered, the Insurance Department will notify the Site Director.

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INFORMATION

PLAYGROUND SAFETY (Pgs 9-10) Being alert and attentive Evaluating Hazards Observing Knowing Safe Playground Rules Intervening when inappropriate

behavior occurs Being Prepared

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INFORMATION If an accident occurs on the playground, the following

procedures should be followed: Check for injuries and secure proper medical assistance. Always suspect a neck and back injury with head injuries, until

proven otherwise. DO NOT MOVE THE STUDENT IF YOU HAVE ANY DOUBTS.

If an accident is due to effective equipment, make sure that the other students stay away from the equipment until it is repaired or replaced.

Notify the principal of defective equipment. Obtain the names of all witnesses. Complete a “Student Incident Report” as soon as possible. Send a copy of the completed form to Risk Management. If equipment is determined to be a safety issue, have the

principal contact Risk Management at (337) 217-4240. Serious accidents are to be reported immediately to the

Principal, the Risk Management Department, and the Internal Auditing Department.

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INFORMATION

Medication Specific Guidelines for medications given at school

also apply to administration of medication at EDP. Medication may be administered by an EDP

employee only if the employee has been certified to do so by the CPSB Nursing Department.

In order for a child to receive medication in EDP, medication forms must first be completed by the child’s doctor. Medication forms kept in the school office may be duplicated for EDP and need not be completed twice by the doctor.

Each Extended Day Site must have at least one employee that is medication certified.

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INFORMATION

CONDUCT POLICY AND DISCIPLINE PROCEDURES:

Under no circumstances will violent, disruptive or abusive behavior be tolerated.

Violent behavior will be defined as anyone hitting another person, using vulgarities, throwing objects, or destroying property.

In the event that a child would bring a weapon (i.e. gun, knife) to Extended Day, the child will be expelled permanently from the Extended Day Program.

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INFORMATION Conduct Policy and Discipline Procedures

(Continued): Depending on the severity of the problem, there will be

three (3) steps taken to alleviate unacceptable behavior:

On the first offense, the Support Teacher will notify the Site Director of the problem. The teacher will call or notify the parent(s) when he/she picks up the child and advise him/her of the situation. Written documentation of the incident should be kept on file.

On the second offense, the Support Teacher will notify the Site Director of the problem. The teacher will again notify the parent(s) of the situation. The possibility of suspension or expulsion will be discussed and a completed “Probation Notice” (see appendix B13) should be given to the parent(s). The principal should be notified, and a copy of this document should be kept on file.

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INFORMATION Conduct Policy and Discipline Procedures (continued):

On the third offense, the Support Teacher will notify the Site Director of the problem. The Site Director will call the child’s parents(s) to immediately pick up the child from school with the understanding that the child is suspended or permanently terminated from the Program, depending on the severity of the infraction. No refunds will be made. The parent(s) will be provided with a completed “Notification of Suspension/Expulsion” (see appendix B14). One copy of this document will be sent to the principal and one copy will be kept on file.

Any of the above procedures may be waived, depending upon the seriousness of the offense. The Site Director should keep the Principal informed of disciplinary concerns in the Extended Day Program. The Principal has the ultimate authority for disciplinary action with input from the Site Director. Parents will be provided with a copy of each report.

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INFORMATION

CONDUCT POLICY AND DISCIPLINE PROCEDURES (continued): Parents are responsible for any damages

done by their child to school property. Parents will be notified of the cost of any such damages in writing and will be required to sign a notice of disciplinary action.

Parents are required to sign a copy of the “Conduct Policy and Discipline Procedures” (see appendix B12) each school year and a copy should be kept on file.

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INFORMATION APPENDIX B: FAMILY REGISTRATION FORM – B1-3

..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX B - STUDENT INFORMATION\EDP Family Registration Form.doc

INSURANCE VERIFICATION FORM – B4 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX B - STUDENT INFORMATION\EDP Insurance Verification Form.doc

STUDENT INCIDENT REPORT (COPY) – B5 INSURANCE CLAIM FORM (COPY)- B6-7 INSURANCE SCHEDULE OF BENEFITS (COPY) – B8-10 RED EMERGENCY CARD – B11

..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX B - STUDENT INFORMATION\EDP Red Emergency Card.doc

CONDUCT POLICY AND DISCIPLINE PROCEDURES – B12 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX B - STUDENT INFORMATION\EDP Conduct Policy and Discipline Procedures.doc

PROBATION NOTICE – B13 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX B - STUDENT INFORMATION\EDP Probation Notice.doc

NOTIFICATION OF SUSPENSION OR EXPULSION – B14 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX B - STUDENT INFORMATION\EDP Notification of Suspension or Expulsion.doc

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E.D.P. POLICY MANUAL C. PERSONNEL

SCHOOL PERSONNEL An attempt will be made to employ school site

teachers, staff, or parents of participating schools before seeking “outside” personnel.

School personnel contracted to work until 3:30 p.m. daily may not sign in on the E.D.P. time sheet until 3:30 p.m. However they may be assigned to work in E.D.P. as part of their regular teaching duties.

All employees of the Extended Day Program must be at least eighteen years of age upon hire.

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EMPLOYMENT APPLICATION Every employee hired to work in Extended Day must

complete the “Employment Application for Extended Day Program” (see appendix C2) the first time (s)he is employed at that school site in the Extended Day Program. Even though an employee may work for the school system in another position, (s)he must still complete the form before being eligible for compensation.

An employee who works in more than one Extended Day Program site must complete a form for each site in which (s)he works. However, an employee who changes position within an Extended Day Program site (i.e. a support teacher who moves to a Site Director’s position) need not complete a new Employment Application Form.

A copy of all employment applications should be faxed to Wayne Richard in the Payroll Department (fax: 217-4061)

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SUBSTITUTE APPLICATON PACKET All first time employees must complete a

Substitute Application Packet in the Personnel Office. This step involves scheduling an appointment for fingerprinting.

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EMPLOYMENT CONTRACT AND JOB DESCRIPTION Extended Day employees will be

required to sign a performance contract and appropriate job description annually (see appendix C3-18).

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IN-SERVICE TRAINING In-service training for Site Directors and

Bookkeepers will be conducted by the Extended Day program administrator(s) or staff as a prerequisite to employment.

Additionally, Site Directors are required to attend one or more annual in-service training sessions.

Site Directors are responsible for providing in-service training for EDP employees in the individual school program.

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AMERICORPS Each school must apply to Impact Lake Charles in

order to take advantage of the program. Because these members are volunteers in our EDP

and are not salaried employees, they do not have the responsibility for solely overseeing students. However, they can serve as a valuable asset to the EDP.

Each school is responsible for supervising AmeriCorps members, for signing daily timesheets, and for providing workspace and limited resources. Since these volunteers work under the Impact Lake Charles grant, the Principal, and/or Site Director should work together with the Impact director in their supervision and training.

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STAFF QUALITIES Extended Day Program staff members should

exhibit the following qualities: A sincere and loving attitude toward children.

Patience and concern for their wellbeing is a must.

A dedicated and loyal attitude toward work and other staff members.

The ability to handle any situation calmly and sensibly and the willingness to help others when the need arises.

Pride in work, exemplified by offering the children creative activities.

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SCHEDULING If the workload and the tuition income

warrant it, the Site Director may work up to one hour before and after normal work hours at the Principal’s discretion.

Full-time CPSB employees may work 40 hours per week in the Extended Day Program.

All other Extended Day employees shall work fewer than 30 hours per week.

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EXTENDED DAY SALARY INFORMATION FORM Every Extended Day Program is required to

submit an “Extended Day Salary Information Form” (see appendix C1) at the beginning of each school year to the Internal Auditing Department.

A revised form must be completed and submitted to notify the Internal Auditing Department of any new hires, changes in position, changes in rates, and/or terminations.

THIS FORM MUST BE APPROVED BY THE PRINCIPAL.

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EXTENDED DAY SALARY SCHEDULES Extended Day employees will be paid according to the

“Extended Day Salary Schedules” (see appendix C19-21).

The Internal Auditing Department will provide all Site Directors with Extended Day Salary Schedules at the beginning of each school year.

Salary schedules will take effect each year on September 1 and should be used through August 31.

Rates are determined on the Site Director, Assistant Site Director, Program Director and Bookkeeper Salary Schedules by an Experience Level and a Tier Level.

Rates are determined on the Support Staff Salary Schedule by Experience Level only.

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The Experience Level refers to how many years of experience one has in their current position. If an employee changes from one Extended Day position to another, they must begin at Experience Level 1 in the new position, unless a higher Experience Level is approved by the principal.

The Tier Level is determined by the total amount of tuition income received by the school’s Extended Day Program the previous year. The Internal Auditing Department will inform all Site Directors of their tuition income at the beginning of each school year.

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SALARY SCHEDULE STEP INCREASES Step increases will take effect on September

1st of each year. If an employee is hired prior to March 1st, the

employee will be eligible for a step increase on September 1st. Employees hired on or after March 1st will not be eligible for a step increase until September 1st of the next year.

Employees who work only the summer program will be eligible for a step increase the next year.

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OVERTIME All full-time CPSB employees except teachers are

eligible for overtime pay. All overtime rates will be calculated by the Internal

Auditing Department. (Do not contact Personnel for Extended Day overtime rates.)

An Overtime Calculation Form will be completed by the Internal Auditing Department for all employees that are eligible for overtime and will be given to the Site Director. The overtime rate reflected on the Overtime Calculation Form is the overtime rate that must be used for Extended Day payroll.

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EMPLOYEE SIGN-IN/OUT SHEET All employees must sign-in at the time work hours

begin and must sign-out when work hours are completed for the day.

At the end of the week, the daily hours worked will be added together to determine the total hours worked for the week.

Each employee will initial the column next to his/her total hours total hours worked verifying the accuracy of the total.

These completed reports will be kept on file at the school and submitted to the Internal Auditing Department for an audit. They will be returned to the school at the completion of the audit.

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If an employee stays after 6:00 p.m. due to the tardiness of parents checking out students, the employee must collect late fees in accordance with the EDP policy. Since the employee will receive, in his/her paycheck, the total amount of the late fees collected, the amount of time that the employee stays past 6:00 p.m. shall not be added to the total hours worked for that week.

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LATE SIGN-OUT SHEET The purpose of the “Late Sign-out Sheet” (see appendix D4)

is to record fees collected from parents when their children are checked out after 6:00 p.m.

The employee staying after 6:00 p.m. must initial in the appropriate column and the Site Director must sign the form.

The late fee charge and payment must be recorded and receipted in ProCare and must be deposited into the CPSB EDP account.

The total amount collected should be recorded on the Supplemental Payroll Form in the “Additional Pay” column. A copy of the Late Sign-Out Sheet must be attached to the Supplemental Payroll Report Form when it is submitted to the Payroll Department in order for the employees to be paid.

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OVERTIME PAYROLL RECORD An “Employee Overtime Payroll Record” (see

appendix C23) must be completed for each employee eligible for overtime each pay-period.

This form lists the number of hours worked on the primary CPSB job each day of the pay-period.

Each employee will initial the column next to his/her total hours total hours worked in the primary CPSB job verifying the accuracy of the total.

These completed reports will be kept on file at the school and submitted to the Internal Auditing Department for an audit. They will be returned to the school at the completion of the audit.

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An employee eligible for overtime should be paid at their overtime rate for any time worked over 40 hours per week. (i.e. If an employee works 7.75 hours a day in their regular C.P.S.B. position each day, then they would have worked 38.75 hours in their regular position in one week. Therefore, 1.25 hours worked in Extended Day should be paid at their regular CPSB rate and the remaining hours would be time worked over 40 hours and should be paid at their Extended Day overtime rate.)

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SUPPLEMENTAL PAYROLL INSTRUCTIONS (APPENDIX C26-27)

EDP PAYROLL DUE DATES (APPENDIX C28)

EDP BUDGET UNITS AND ACCOUNT CODES (APPENDIX C29) **NOTICE CHANGE IN EDP BUS DRIVER

BUDGET UNIT AND ACCOUNT CODE

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APPENDIX C: SALARY INFORMATION FORM – C1 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX C - PERSONNEL\EDP Salary Info

Form.xls

EDP EMPLOYMENT APPLICATION – C2

..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX C - PERSONNEL\EDP Employment Application.doc

EMPLOYEE CONTRACT – C3 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX C - PERSONNEL\EDP

Employee Contract.doc

JOB DESCRIPTIONS – C4-16 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX C - PERSONNEL\EDP Job Description - Site Director.doc ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX C - PERSONNEL\EDP Job Description - Asst Site Director.doc ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX C - PERSONNEL\EDP Job Description - Program Director.doc ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX C - PERSONNEL\EDP Job Description - Bookkeeper.doc ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX C - PERSONNEL\EDP Job Description - Support A.doc ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX C - PERSONNEL\EDP Job Description - Support B.doc

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APPENDIX C (CONTINUED): NURSE’S CONTRACT – C17 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX C - PERSONNEL\EDP Nurse's

Contract.doc

LPN JOB DESCRIPTION – C18 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX C - PERSONNEL\EDP LPN Job

Description .doc

SALARY SCHEDULE (SITE DIRECTOR) – C19 SALARY SCHEDULE (ASST. SITE DIRECTOR, BOOKKEEPER) –

C20 SALARY SCHEDULE (SUPPORT STAFF) – C21 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX C - PERSONNEL\EDP Salary S

chedules 2009-2010.xls

EMPLOYEE SIGN-IN/SIGN-OUT SHEET – C22 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX C - PERSONNEL\EDP Employ

ee Sign-in Sign-out Sheet.xls

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APPENDIX C (Continued): OVERTIME PAYROLL RECORD FORM – C23 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX C -

PERSONNEL\EDP Overtime Payroll Record.doc

SUPPLEMENTAL PAY FORM – C24-25 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX C -

PERSONNEL\EDP PAYROLL SUPPLEMENTAL FORM 020509 .xls

EDP PAYROLL DUE DATES – C28 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX C -

PERSONNEL\EDP Payroll Due Dates.doc

SUPLEMENTAL PAYROLL BUDGET UNITS AND ACCOUNT CODES – C29

..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX C - PERSONNEL\EDP Budget Units and Account Codes.doc

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E.D.P. POLICY MANUAL D. TUITION AND FEES

TUITION OPTIONS The parent will indicate on the Family

Registration Form whether they want to be charged tuition on a weekly or drop-in (daily) basis.

The tuition option chosen at registration is permanent and is only permitted to be changed in the event of a life-altering occurrence such as the loss of a job.

No refunds are made for absences for either tuition option.

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1. Weekly Tuition Weekly tuition is charged each week at a fixed

rate and is not based on the number of days that the student attended during the week. (i.e. If a child is billed weekly (A.M. Only, P.M. Only, or Full Time) and attended one day during the week, the child would be billed the full weekly tuition rate.)

If a child is absent from Extended Day for an entire week, that child may be given an absent credit in the full amount of their weekly tuition. (The Principal has the discretion whether to allow or not allow absent credits.)

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Weekly tuition should be pro-rated for weeks in which the Extended Day Program is open fewer than five days. The pro-rated tuition should be charged at a pro-rated WEEKLY rate, and should not be charged at a pro-rated drop-in rate. (The Weekly Tuition Pro-rated Chart can be found in the appendix.) (i.e. If the Extended Day Program is closed for two

days of the week and a child is registered as P.M. Only ($35 per week), then that child’s pro-rated tuition rate would be calculated as follows:

$35 / 5 (days per week) = $7 per day $7 x 3 (actual days open) = $21

Therefore, the child would be charged a pro-rated weekly rate of $21 no matter if the child attends one, two, or three days during that week.

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2. Drop-In Tuition Drop-In tuition is a daily rate that is

charged each day that a child is in attendance. (i.e. If a child is billed as a P.M. Drop-In and attended two days during the week, the child would be billed for two drop-in days.)

Drop-In tuition should never be pro-rated.

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ADDITIONAL CHILD DISCOUNT Families with more than one child

registered in an Extended Day Program will be required to pay the full amount of tuition for one child. Siblings will be charged at a discount rate.

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STATUS CHANGE FORM In the event that a parent would want to

change their child’s tuition status (i.e. from Drop-In to P.M. Only) during the year, an “Extended Day Program Status Change Form” (see appendix D3) must be completed by the parent and submitted to the Extended Day Site Director for his/her approval.

Tuition status changes should be limited. Parents are not permitted to change tuition status repeatedly throughout the year.

57


STATUS CHANGE FORM (Continued): Status Change Forms should list the

child/children’s names, the effective date of the change, the new tuition status option, the reason for the change, the parent’s signature, and date.

Upon approval by the Site Director, the form must be given to the Extended Day bookkeeper immediately so that the family’s billing box can be modified to reflect the change.

The Site Director must sign and date the form upon approval, and the Bookkeeper must also sign and date the form upon receipt.

This form must be kept on file for audit purposes.

58


TUITION FOR CHILDREN OF EDP EMPLOYEES Employees of the Extended Day Program

will be allowed to enroll their children in the program at a reduced tuition rate of $2.00 per day during the school year and $4.00 per day during the summer program.

Each parent must also pay registration and insurance fees in accordance with CPSB EDP policy.

59


TUITION FOR CHILDREN OF SCHOOL EMPLOYEES The principal has the discretion of whether

to allow a reduced tuition rate for children of employees of the school.

Each parent must pay registration and insurance fees in accordance with CPSB EDP policy.

60


LATE PAYMENT FEES Fees for late payments may be charged at

the discretion of the principal. Untimely payment may be reason for dismissal from the program.

61


LATE PICK-UP FEES Extended Day closes at 6:00 p.m. daily.

Late fees are charged for children leaving after this time. A late fee is assessed to each student that is not picked up by 6:00. (i.e. If a parent is late picking up three children from Extended Day, the parent should be charged three late fees.) The late fee policy can be found in the appendix D1.

62


FEES FOR NSF CHECKS A $25.00 fee will be assessed against all writers of NSF

checks. The Site Director must notify the writer of the NSF check immediately and inform him/her of the fee which must be paid when the NSF check is picked up.

When the check and fee are paid, one receipt will be issued which reflects the NSF check amount and the amount of the fee.

Once a person has given an NSF check to the program, the school Principal and Site Director will determine whether to accept future payments by check. If the principal and Site Director consider the parent’s check risky, then “cash only” may be required for future payments to the program.

63


FEES FOR HOLIDAYS AND SCHOOL IN-SERVICE DAYS: Each Extended Day Site Director and school Principal

may decide if the Extended Day Program will be open or closed during the holidays and in-service days.

Weekly tuition should be pro-rated for weeks in which the regular Extended Day Program is open fewer than five days and a full day tuition rate should be assessed for holiday days open due to the fact that children will be will be able to attend E.D.P. for an entire day rather than just after-school. (i.e. If school is closed on Monday for a holiday and the Extended Day Program is open, then students should be charged the full day tuition rate if they attend on Monday and whenever school re-opens on Tuesday, the weekly tuition should be pro-rated for a four-day week for Tuesday through Friday.)

64


FEES FOR HOLIDAYS AND SCHOOL IN-SERVICE DAYS (Continued):

If open, the full day tuition rate for the holidays and school in-service days is required in advance and is non-refundable.

Each student must bring a sack lunch. When the Extended day Program is open for extended hours

due to school being open for only a half day, the additional half-day charge will be added to the regular tuition for those that attend that afternoon.

If the Extended Day site is closed for holidays and school in-service days, the regular weekly tuition rate will be prorated by calculating the fee per day and multiplying that by the number of days that the program will be open. For example, if the EDP will be open for four days only, calculating tuition for a student participating in the “PM Only” program will be $35.00 weekly tuition divided by 5 days per week = $7.00 daily rate. $7.00 daily x 4 days = $28.00.

65


FEES FOR HOLIDAYS AND SCHOOL IN-SERVICE DAYS (Continued):

A child that is enrolled in the CPSB EDP at any school that will not be open may attend EDP at another school that offers this option.

Parents are responsible for checking on availability, delivering the Verification of Enrollment for EDP Transfers, and making payment in advance to the receiving school. The receiving school should receive a “Verification of Enrollment for EDP Transfers” (see appendix A5) in order to confirm that the student is has EDP insurance coverage and is currently registered in an Extended Day Program.

The insurance and registration fee should not be charged at the receiving school for holiday transfers.

66


DELINQUENT EDP BALANCES Extended Day fees should be paid in advance, and

balances should always remain current. The school’s Principal should be notified of all families

with balances exceeding $100.00. The Principal has the discretion to not allow families with delinquent accounts to attend Extended Day until the balance has been paid.

A “Delinquent Account Notice” (see appendix D5) should be given to all families with past-due Extended Day balances. Uncollectable accounts should be referred to the District Attorney’s office. (A sample letter to notify the District Attorney’s Office of uncollectible accounts can be found in the appendix D6).

67


DELINQUENT EDP BALANCES (Continued): If a student with a delinquent Extended Day

account balance transfers to another school in Calcasieu Parish, you must notify the Internal Auditing Department so that the new school can be alerted not to allow the student to register in their Extended Day Program until the delinquent balance at the previous school has been paid in full. (The Internal Auditing Department must only be notified if you know what school the child is transferring to.)

68


EXTENUATING CIRCUMSTANCES In the event of medical emergency or other

extenuating circumstances, the Principal may opt to make a tuition adjustment.

A letter of documentation must be kept in the EDP records at the school with copies to be sent to the Internal Auditing Department when the school is audited.

69


APPENDIX D: PROGRAM FEE SCHEDULE – D1 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX D - PROGRAM FEES\EDP Pr

ogram Fee Schedule 2009-2010.doc

EDP WEEKLY TUITION PRORATED CHART – D2 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX D - PROGRAM FEES\EDP Weekly Tuition Pr

o-rated Chart 2009-2010.doc

STATUS CHANGE FORM – D3 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX D - PROGRAM FEES\EDP Status Change

Form.doc

LATE SIGN-OUT SHEET – D4 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX D - PROGRAM FEES\EDP Late Sign-out Sheet.doc

SAMPLE LETTER: DELINQUENT ACCOUNT NOTICE – D5 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX D - PROGRAM FEES\EDP Delinquent Account Notice.doc

SAMPLE LETTER: D.A. NOTIFICATION OF DELINQUENT ACCOUNT – D6

..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX D - PROGRAM FEES\EDP Delinquent Account Letter to DA's Office.doc

70

E.D.P. POLICY MANUALE. STUDENT ACCOUNTING

DAILY ATTENDANCE SHEETS FOR STUDENTS: The student’s names are to be listed

alphabetically. As students enter or leave the Extended Day

Program, parents must complete the correct time of arrival or departure and sign the form.

(If parent is unable to sign, the EDP worker should write the parent’s name and sign the EDP worker’s initials. At the bottom of the page, initials should be identified with full name.)

71


DAILY ATTENDANCE SHEETS FOR STUDENTS (Continued):

Any forms using standard departure times for AM or arrival times for PM are to be adjusted as necessary for students whom this does not apply. (i.e. On a form indicating that all students arrive at 3:00, a line should be drawn through the 3:00 time for students who are absent.)

Time must be tabulated only for students receiving Child Care Assistance. Enter the time daily and calculate each week. Weekly totals should be entered in the last column of the attendance sheet.

These reports must be kept on file in the school until requested for an audit by the Internal Auditing Department. They will be returned to the school at the completion of the audit. Attendance records may also be examined by Child Care Assistance personnel for the purpose of auditing or investigation.

72


APPENDIX E: STUDENT ATTENDANCE LOG – E1 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX E - STUDENT

ACCOUNTING\EDP Student Attendance Log.doc

73

E.D.P. POLICY MANUALF. FINANCIAL ACCOUNTING PROCEDURES

All Extended Day Programs are required to use the ProCare software for Extended Day bookkeeping. The bookkeeper is responsible for reading the ProCare Extended Day Manual and following the policies and principles therein.

Site Directors must notify the Internal Auditing Department immediately upon hire of new Extended Day bookkeepers so that training can be arranged. No one is to have access to the ProCare software unless they have been issued a user I.D. and password, and have been trained by the Internal Auditing Department. ProCare passwords are confidential and should not be shared.

Bookkeeping duties should not be shared. The Extended Day bookkeeper is solely responsible for the management of ProCare accounts.

74


CUSTOMER LEDGER CARD The Customer Ledger Card is to be maintained

by the Extended Day Bookkeeper in ProCare. The Ledger Card is the most important part of

Extended Day bookkeeping. Each family will have its own Ledger Card, which

keeps a record of all transactions for each family. It keeps a history of tuition charges, credits and payments and the balance due for each family.

It is the bookkeeper’s responsibility to insure that all Ledger Cards are current and accurate at all times.

75


BILLING All children registered in the Extended Day Program

should be recorded in ProCare and should have Billing Box information entered.

It is imperative that billing boxes always reflect accurate billing information. If a child changes tuition status (i.e. drop-in to P.M. only), the bookkeeper must update the child’s billing box immediately to reflect the change.

Extended Day Bookkeepers are required to perform Automatic Billing in ProCare every Monday that the Extended Day Site is open. The Automatic Billing function will bill the Customer Ledger Cards of all students that are billed on a weekly basis (P.M. Only, A.M. Only, Full Time).

76


BILLING (Continued): If the Extended Day site is closed on Monday, then automatic

billing should be performed the day that the program re-opens. The Automatic Billing post date should be left as the date that automatic billing was performed (Do not back-date to Monday’s date.)

If the Extended Day Site is open on Monday, but the bookkeeper is absent or forgets to perform automatic billing, the bookkeeper must contact the Internal Auditing Department for instructions.

Extended Day Bookkeepers are required to enter Drop-In Tuition charges on the Customer Ledger Cards of Drop-In students on either a daily or weekly basis. The dates that the child was in attendance that the Drop-In charges are being entered for should be reflected in the Comment box. (i.e. If a P.M. drop-in child was in attendance on May 1, 3, and 5th during one week, then the Customer Ledger Card should indicate the following: Description – Tuition Drop-In; Comment – May 1, 3, 5; Amount - $30.00).

77


RECORDING FEES IN PROCARE In addition to entering tuition charges in

ProCare, bookkeepers are also responsible for entering all additional fees (Late Pick-Up, Late Payment, Half-Day, Registration, Insurance, NSF) on Customer Ledger Cards.

78


RECEIPTS The Extended Day bookkeeper must record all

payments and print receipts in ProCare for all registration, insurance and tuition money collected. The printed receipt number reflected in ProCare should ALWAYS match the pre-printed receipt number of the receipt that it was printed on.

The printed receipts come in two parts – one for parent and one to be kept for auditing purposes. The receipts kept for auditing purposes must be filed in numerical order.

ALL receipts must be accounted for.

79


DEPOSITS The Calcasieu Parish School Board policy requires that

monies collected must be deposited daily. Deposit books consist of triplicate form tickets which are handled as follows:

WHITE = Bank Copy PINK = Accounting Copy (along with printed slip if

available) YELLOW = Site Director’s file copy

All three copies are taken to the bank and each copy must be validated by the bank (i.e., bank stamped).

The pink copy of all bank deposits for the week must be submitted to the Accounting Department weekly.

80


DEPOSITS (Continued) Bank deposit slips must be properly

completed. If checks are included in the deposit, they must be listed on the deposit slip by writing the check issuer’s name and the amount of the check.

When checks are received for payment, the front of the check must identify the name of the school either in the “memo” or “Pay to the order of” section of the check.

The back of the check must be stamped with a restrictive endorsement such as, “For Deposit Only, CPSB, School Name, EDP.”

81


DEPOSITS (CONTINUED) After all payments have been posted for the day, all

receipts have been printed, and the deposit slip has been prepared, the Deposit Report will need to be printed in ProCare.

It is very important to verify the printed report to the deposit ticket. The deposit ticket and the printed report should agree. The duplicate deposit slip, validated by the bank, must be attached to the Deposit Report and corresponding receipts.

The duplicate deposit slips, deposit reports, and receipts must be filed by date at the school. They will be submitted to the Internal Auditing Department when the school is audited.

82


DEPOSITS (CONTINUED) Deposit books are available through the

Accounting Department and should be ordered in advance of need.

Temporary deposit slips should not be used because they do not include the school’s identification information/code.

ALL MONEY COLLECTED MUST BE DEPOSITED DAILY.

IN ACCORDANCE WITH CPSB POLICY, MONEY SHOULD NEVER BE KEPT IN THE SCHOOL OVERNIGHT.

83


DEPOSITS OF MONEY COLLECTED FOR NSF CHECKS

To deposit money collected from an NSF check, the bookkeeper must complete a separate deposit slip for the amount of the NSF check and the NSF fee.

In the body of the deposit slip, the Site Director will write “NSF Collection” on the NAME line. An NSF Charge Reversal (in the amount of the NSF check) should be posted to the student’s ledger card in ProCare. The NSF fee of $25.00 should also be posted on the student’s ledger card in ProCare.

The bookkeeper shall make a copy of the deposit slip and a copy of the NSF check and send the copies to the CPSB Accounting Department.

84


POSTING PAYMENTS BY CCA CCA will send the school a “Remittance

Advice” which will show how much money was paid for each CCA child.

The CPSB Accounting Department will send the school a “Transaction Detail Report” which will show how much money was received from CCA and directly deposited into the schools Extended Day Account.

The total per the “Remittance Advice” and the “Transaction Detail Report” should agree.

85


POSTING PAYMENTS BY CCA (Continued):

Once both the “Remittance Advice” and the “Transaction Detail Report” are received, the Bookkeeper must enter the CCA payments on the Customer Ledger Cards in ProCare.

Payments by CCA should be entered separately from the regular daily deposit.

After all CCA Payments have been posted and receipted, the Deposit Report will need to be printed in ProCare. The Deposit Report should only include “Payments by CCA.” The Deposit Report must agree to both the “Remittance Advice” and the “Transaction Detail Report.”

86


VOIDED RECEIPTS If a receipt must be voided, “VOID” must be

written across the receipt. Both copies of the voided receipt(s) must be

accounted for and retained for auditing purposes.

If one copy of the receipt is missing, an explanation must be written on the remaining copy of the voided receipt.

The voided receipts must be filed in numerical sequence, along with the other receipts. The receipt(s) must also be voided in ProCare.

87


TUITION ADJUSTMENTS Any adjustments approved by the principal will be

reimbursed to the parent from the CPSB’s EDP account. The Site Director must submit a Billhead to the Internal Auditing Department. The Billhead (see appendix G1) must be complete with all of the approving signatures and an EDP Tuition Refund Form (see appendix F1) must also be attached.

An EDP Tuition Transfer Form (see appendix F2) must be submitted to the Internal Auditing Department if tuition money should to be transferred to another CPSB Extended Day Program.

88


DATING ENTRIES IN PROCARE The date that entries are made in ProCare

should ALWAYS be the current date. Dates should NEVER be back-dated or future-

dated. On the last working day of each month, after all

entries for the day have been input, the Bookkeeper must enable the “Ledger Card Posting” date to the new month’s date in ProCare.

This will insure that ledger card entries are only made in the current month. (“Ledger Card Posting” procedures can be found on page 83 of the Extended Day ProCare Manual.)

89


SNACKS A separate EDP receipt must be issued from a receipt book

received from the Internal Auditing Department to parents for snack money collected.

This money must be taken to the school office where a receipt will be issued to the Site Director.

The school bookkeeper will deposit the snack money into a special school account designated “Extended Day Snack Account.”

The school will provide accounting documentation for all money receipted into and expended from this account. Money is expended from this account when snacks are purchased.

All snack money collected must be spent during the current school year.

Snack accounts should not have balances remaining at the end of the school year.

90


SNACKS (Continued): Snacks may be purchased by one of the following three

methods:

The Site Director may purchase the snacks herself and then request reimbursement from the school by presenting the paid invoice to the school bookkeeper.

An employee of the school may purchase the snacks and pay for them with a school check.

The Site Director may request a purchase order from the school for snacks. Then the Site Director charges the snacks and brings the invoice to the school bookkeeper. The school pays for the snacks based on the purchase order and the invoice.

91


USING THE “LOG” The “Log” is a very useful tool used to make

notes in ProCare. Each family has its own “Log,” in which

comments may be added as needed. An explanation should be entered in the

“Log” for all voids and adjustments. It is recommended that bookkeepers utilize

the “Log” for any situations that need an explanation or documentation.

92


MONTHLY FINANCIAL STATEMENT On the last working day of each month, after

all entries for that day have been input, the Bookkeeper must print select reports and prepare a financial statement which will be submitted to the Internal Auditing Department by the 5th of the month. (Month-End Balancing Procedures can be found on page 77-83 of the Extended Day ProCare manual.) The Financial Statement coversheet is provided in the appendix F3.

93


FILING REQUIREMENTS ProCare receipts should be stapled in numerical order to

their corresponding deposit slip and Deposit Report. Deposits should be filed in numerical receipt order and filed in folders by Month.

Student Attendance sheets should be filed in folders or binders by Month.

The following ProCare reports that are filed at the school must be filed in folders or binders by Month:

Copy of Monthly Financial Statement submitted to Internal Auditing Department

Receipt Reports Transaction Summaries Customer Statements should be filed in a binder by

Family so that all families’ customer statements that are printed each month are filed together.

94


FILING REQUIREMENTS (Continued): Employee Sign-in/Sign-out Sheets should be filed in

folders or binders by Pay-Period. Supplemental Payroll Forms, Late Sign-Out Sheets, and

Overtime Payroll Records should be filed in folders or binders by Pay-Period.

Each Child registered with Extended Day should have an Extended Day student file containing all personal information (Family Registration Form, CCA paperwork, Status Change Forms, Correspondences with parents, Principal’s approval for adjustments in tuition, etc…)

See appendix for an Accounting Records Checklist for a list of all records that must be kept on file at the school for at least five years or until an audit of the records has occurred.

95


SUMMARY ALL money collected by the Site

Director/Bookkeeper for registration, insurance, tuition, and fees must be receipted in ProCare and deposited into the appropriate CPSB EDP account.

All money collected for snacks must be receipted in a receipt book and submitted to the school bookkeeper to be deposited into the school’s EDP Snack Account.

96


IRS FORM W-10 The IRS Form W-10 (see appendix F4)

provides parents with the CPSB taxpayer identification number. It should be provided to parents in January of each year. The TIN for CPSB is 72-6000235.

97


PARENT TAX STATEMENT A summary of child care payments

made for the year (January 1 – December 31) should be provided to parents in mid-January of each year. (Parent Tax Statement instructions are provided in the appendix F5.)

98


APPENDIX F: EDP TUITION REFUND FORM – F1 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX F - FINANCIAL

ACCOUNTING\EDP Tuition Refund Form.xls EDP TUITION TRANSFER FORM – F2 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX F - FINANCIAL

ACCOUNTING\EDP Tuition Transfer Form.xls FINANCIAL STATEMENT COVERSHEET – F3 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX F - FINANCIAL

ACCOUNTING\EDP Financial Statement Cover Sheet.xls IRS FORM W-10 – F4 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX F - FINANCIAL

ACCOUNTING\IRS Form W-10.pdf YEAR-END TAX STATEMENT INSTRUCTIONS – F5 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX F - FINANCIAL

ACCOUNTING\EDP Tax Statement Instructions.doc ACCOUNTING RECORDS CHECKLIST – F6 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX F - FINANCIAL

ACCOUNTING\EDP Accounting Records Checklist.xls

99

E.D.P. POLICY MANUALG. PURCHASING PROCEDURES

PURHCASING PROCEDURES The Site Director may purchase equipment, materials, and

supplies necessary for the operation of the program. The school Principal must approve the purchases. To purchase an item, one of the following purchasing methods must be followed:

The Site Director may complete a Requisition form (obtained from the CPSB Purchasing Department) which will be completed and submitted to the Purchasing Department. The Purchasing Department will issue a purchase order and purchase the items ordered. The purchased items will be delivered to the school. (Note: Some local stores do not provide delivery.) The invoice should be attached to a Billhead and submitted to C&I for approval. CPSB will issue a check directly to the vendor out of the school’s EDP account. A copy of the requisition form is provided in the appendix G3.

100

E.D.P. POLICY MANUAL

G. PURCHASING PROCEDURES

PURCHASING PROCEDURES (Continued) The Site Director may purchase items and pay for

them and then request reimbursement from the CPSB. To obtain reimbursement, the Site Director will complete the Employee Expense and Travel Reimbursement Voucher (see appendix G2) and attach the paid invoices. If the purchase was paid by check, a copy of both sides of the cancelled check must also be attached. A CPSB check will be issued to the employee.

Items may be purchased and paid for with a school check following school procedures. Then the school will then request reimbursement from CPSB by filing a Billhead (see appendix G1).

101

E.D.P. POLICY MANUALG. PURCHASING PROCEDURES

APPENDIX G: BILLHEAD – G1 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX G - PURCHASING

PROCEDURES\Billhead.xlsm

CPSB EMPLOYEE EXPENSE & TRAVEL VOUCHER – G2

..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX G - PURCHASING PROCEDURES\CPSB Expense and Travel Voucher.xls

REQUISITION (COPY) – G3

102

E.D.P. POLICY MANUALH. CHILD CARE ASSISTANCE

PARENTS Parents who wish to apply must contact

the Child Care Assistance Parish Office by phone at 491-2211. The office will mail an Application for Child Care Assistance. Parents must complete the form and submit it to the CCA Parish Office.

103


PARENTS (CONTINUED)

CALCASIEU PARISH O.F.S. OFFICEStreet Address:1639 Ryan StreetLake Charles, LA 70601-4602Mailing Address:P.O. Box 810Lake Charles, LA 70602-0810(337) 491-2211Fax: (337) 491-2164Email: [email protected]

Copies of the CCA parent packet are provided for your information in the appendix, but not for distribution to parents. These forms are not the responsibility of EDP.

104


APPROVAL Parents of CCA students are required to pay

100% of Extended Day tuition fees until the school begins receiving payments from CCA.

Once CCA begins making payments, the parent is responsible for the balance not paid by CCA.

If a child is approved, the Parish Office will assign a Case Worker and notify the school EDP via a Child Care Assistance Certificate given to the parent. This time-sensitive form must be completed, copied, and returned. A copy of the Child Care Assistance Certificate should be kept in the school EDP file.

105


H. CHILD CARE ASSISTANCE

APPROVAL (CONTINUED) If a child qualifies for a reduced payment (i.e. multiple children in

the family), CCA will make payments based upon the reduced family rate. EDP charges will not necessarily correspond with CCA payments.

Child Care Assistance will pay on an hourly basis for part-time programs (regular school year) and on a daily basis for full-time programs (summertime). Since EDP is usually open only 20 hours a week during the regular school year, CCA considers it a part-time program. Payments will be made on an hourly basis. This means that there will often be a difference between the amount CCA pays and the amount EDP charges. Also, school year payments may not begin until September (i.e. the child was previously enrolled in another child care facility at the beginning of August. CCA computers do not divide months.) Parents will be responsible for registration, insurance, snack fees, and the difference between EDP tuition and the amount paid by CCA. Parents are also responsible for any fees incurred prior to each child’s commencement date determined by CCA.

106



MONTHLY CCA INVOICE A Provider Invoice will be sent from CCA at the end of each

month. The form should arrive at the school on or near the third day of

the following month. Invoices should be completed promptly and should be returned

or postmarked (no earlier than the first day of the month after the service is provided and no later than the last day of that month) to the office handling Child Care Assistance at the preprinted address in the upper left and bottom right of the invoice. Keep the copy for your files.

According to CCA’s Provider Reporting Responsibilities: “You may not hold invoices and submit several at a time. Invoices issued monthly by the Child Care Assistance Program must be submitted for payment by the end of the month following the month the care was given. Invoices issued for care given in prior months must be submitted for payment by the end of the month following the month the invoice is issued.”

107



MONTHLY CCA INVOICE If properly completed, payment should be

received within two weeks of receipt by OFS.

The funds will be directly deposited into your school’s EDP account and you will receive a Transaction Detail Report from the CPSB Accounting Department reflecting when the CCA funds were deposited into the school’s account and the amount that was received. You will also receive a Remittance Advice from CCA reflecting how much money was paid for each child.

108



The CCA invoice will provide instructions for completing the form. “However, please make the following distinctions from instructions given by CCA:

Part-time (School year) At the end of each week, calculate the time for CCA students on the

daily attendance records. Attendance of thirty minutes or less rounds to one-half hour and

attendance of more than thirty minutes rounds to one hour. Attendance is rounded daily.

At the end of each week, Hours Present should be computed for each day that the child was in attendance and should be entered in the Attendance Log under the daily “Hours/Minutes Present” columns and the total hours present for the week should be entered in the “Total Weekly Hours Present” column.

Due to privacy issues, daily/weekly hours present for CCA students should be computed AT THE END OF THE WEEK so that CCA students are not distinguishable from other students listed on the Attendance Log.

109



Part-time (School Year – Continued): Enter the weekly totals from the Attendance Logs into

the Monthly Attendance Calculation Form in Excel (see appendix H15). The program will automatically calculate the monthly totals, which should be entered on the Provider Invoice as the “Hours Remaining.”

Enter the provided “Authorized Hours” for each child into the Monthly Attendance Calculation Form in Excel. The program will automatically calculate the difference of the “Authorized Hours” and the “Hours Remaining,” which equals the “Hours Absent.”

Enter the “Hours Remaining” and the “Hours Absent” from the Monthly Attendance Calculation Form in the corresponding columns of the CCA Provider Invoice for each child.

Verify that the total of the “Hours Remaining” and the “Hours Absent” for each child equals the total “Authorized Hours” for each child.

110


Full-Time (summer) At the end of each week, calculate the days

present for CCA students on the daily attendance records. A child is considered present if he/she is in attendance

at any time during the day. At the end of each week, Days Present should be computed for

each day that the child was in attendance and should be entered in the Attendance Log under the “Total Weekly Days Present” column.

Due to privacy issues, daily/weekly hours present for CCA students should be computed AT THE END OF THE WEEK so that CCA students are not distinguishable from other students listed on the Attendance Log.

111



Full-Time (summer – continued): Enter the weekly totals from the Attendance Logs into the Monthly

Attendance Calculation Form in Excel (see appendix H16). The program will automatically calculate the monthly totals, which should be entered on the Provider Invoice as the “Days Remaining.”

Enter the provided “Authorized Days” for each child into the Monthly Attendance Calculation Form in Excel. The program will automatically calculate the difference of the “Authorized Days” and the “Days Remaining,” which equals the “Days Absent.”

Enter the “Days Remaining” and the “Days Absent” from the Monthly Attendance Calculation Form in the corresponding columns of the CCA Provider Invoice for each child.

Verify that the total of the “Days Remaining” and the “Days Absent” for each child equals the total “Authorized Days” for each child.

Copies of the Child Care Assistance forms are provided in the appendix.

112



APPENDIX H: APPLICATION FOR CHILD CARE ASSISTANCE – H1-3 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX H - CHILD CARE ASSISTANCE\Applcation for Child Care Assistance.pdf

CHILD CARE ASSISTANCE CERTIFICATE (COPY) – H4-5

CCA QUALIFICATION AND APPLICATION INSTRUCTIONS - H6-7 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX H - CHILD CARE ASSISTANCE\Child Care Assistance Qualification

and Applicaition Instructions.doc

PROVIDER INVOICE INSTRUCTIONS AND SAMPLE INVOICE (COPY) – H8-14

CCA MONTHLY ATTENDANCE CALCULATION FORM (HOURLY) – H15

CCA MONTHLY ATTENDANCE CALCULATION FORM (DAILY) – H16 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX H - CHILD CARE ASSISTANCE\CCA Monthly Attendance Calculation Form.xls

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I. SUMMER PROGRAM

Children who have reached the age of four, who are potty-trained, and who will enter kindergarten the following fall are eligible to attend.

The Summer Program is offered on weekdays from 6:30 A.M. until 6:00 P.M.

The program will be closed for the July 4th holiday.

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I. SUMMER PROGRAM

The summer registration fee (which includes insurance) is due in advance.

Tuition is due at the beginning of each week. Children should bring a sack lunch each day. The Internal Auditing Department must be notified

of all schools that will be having a Summer Extended Day Program. An “EDP Notification of Summer Opening” (see appendix I1) must be completed and submitted to the Internal Auditing Department at least two weeks before the summer program begins.

In addition, a Site Information Form and a revised Salary Information Form reflecting new summer hires must be submitted to the Internal Auditing Department for all summer programs.

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I. SUMMER PROGRAM

Field Trips Field trips are provided to a variety of sites within

Calcasieu Parish, usually within the city. Examples are local libraries, the Lake Charles

Regional Airport, the Civic Center, police department, post office, fire station, McNeese farm, local museums, local hospitals, telephone company, and skating rink. Frequently these trips include a picnic lunch at a nearby park.

Bowling, movie, and other admission fees will be paid by each student.

Transportation is provided by school bus and is paid out of Extended Day Program tuition monies.

Written parent permission must be obtained for each trip (even walking trips.)

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I. SUMMER PROGRAM

A designated staff member should be assigned to check role prior to departure from the school as well as from each travel location.

Emergency information should be taken along on each field trip.

If medications are necessary on a field trip, the trip may be taken only if either the parent/guardian or a person certified by the CPSB Nursing Department to administer medication goes along on the trip.

No student may be denied the opportunity to go on the field trip. If neither the parent/guardian nor a certified person is available, the trip will have to be cancelled.

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I. SUMMER PROGRAM

Field Trip Policies and Procedures: Summer Extended Day Programs are limited to two field

trips per week. Field trip locations must be local. Swimming field trips are NOT ALLOWED! An Extended Day Program Field Trip Reconciliation

Form (see appendix I2) must be completed for ANY field trips in which money is collected. This form includes the following information: the number of children attending the field trip, the amount collected per child, the total field trip money collected, and the total cost of the field trip. If there is a difference between the total field trip money collected and the total cost of the field trip, the variance must be recorded on the Field Trip Reconciliation Form and a reason for the variance must be provided.

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I. SUMMER PROGRAM

FIELD TRIP POLICIES & PROCEDURES (Continued): A C.P.S.B. Field Trip Permission Form (see appendix I7)

must be on file for each child attending the field trip.

Field Trip Applications must be completed on the C.P.S.B. Transportation’s website. The C.P.S.B. Transportation Field Trip Request Approval must be received before going on the field trip. A copy of the Field Trip Request

Approval must be attached to the Extended Day Program Field Trip Reconciliation Form.

Field Trip Application Instructions are provided in the appendix I8-18.

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I. SUMMER PROGRAM

Field Trip Policies and Procedures (Continued): Parents should send an envelope with the child’s name on it

THE DAY OF the field trip containing cash for the field trip. Parents must send correct change. Do not accept field trip money early. In accordance with C.P.S.B. policy, money should never be kept in the school overnight.

A receipt book receipt must be issued for ALL MONEY COLLECTED for field trips. The parent should be given the white copy of the receipt. The yellow copy should NEVER be torn out of the receipt book. If a receipt must be voided, you must retain both copies of the receipt, and the word “VOID” should be written across the receipt. All receipts must be accounted for. The receipt must be written from a receipt book issued by the Internal Auditing Department and must included the date issued, the child’s name, the amount collected, and a note should be made referencing the field trip location.

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I. SUMMER PROGRAM

FIELD TRIP POLICIES & PROCEDURES (Continued) The receipt book receipt numbers issued must be referenced

on the Field Trip Reconciliation Form. A Field Trip Roster (see appendix I3-6) should be completed

for all field trips. For field trips in which money is collected, the Field Trip Roster should be attached to the Field Trip Reconciliation Form.

A receipt from the field trip location must be attached to the Field Trip Reconciliation Form confirming the number of children that attended, the cost per child, and the total cost of the field trip.

You should find out IN ADVANCE how much the cost of the field trip will be per child. Do not collect more than the actual cost of the field trip. Do not add extra charges for transportation expenses (fuel/bus driver). Transportation costs should be paid out of the school’s Extended Day account with the money received from registration/tuition fees.

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I. SUMMER PROGRAM

Transportation for Field Trips In addition to written parent permission (even for walking

field trips) the Field Trip Applications should be completed and submitted on the Transportation website by mid May.

The Transportation Department will send e-mails requesting approval from the school’s Principal, the Director of Transportation, the Administrative Director, the Risk Manager, and the Internal Auditor. Upon approval, a Calcasieu Parish School Board Transportation Field Trip Request Approval will be e-mailed to the requestor. Included in this approval e-mail will be the Bus Driver Information Sheet which should be presented to the bus driver before each field trip.

An Application for Extended Day Employment must be completed for each bus driver and sent to the CPSB Payroll Department. The bus driver is included on the monthly Payroll Report.

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I. SUMMER PROGRAM

According to the CPSB Policy Manual #EDDA(3-12-2003), the Maximum Fee Schedule for Bus Drivers – Special Trips is as follows:

$12.00 – Show up fee $10.00 – Per hour from departure to return $32.00 – Minimum fee Each site is responsible for securing its own bus driver;

however, the Transportation Department will offer suggestions if needed. Schools may use a regular or a certified substitute bus driver. Principals and drivers are encouraged to work together in order to reach an acceptable fee that will not exceed the Maximum Fee Schedule.

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I. SUMMER PROGRAM

Snacks Extended Day Summer Programs should

not charge snack fees during the summer.

Students should bring their own snacks or, if offered, students may bring money to purchase snacks from the school’s vending machine.

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I. SUMMER PROGRAM

APPENDIX I: NOTIFICATION OF SUMMER PROGRAM OPENING – I1 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX I - SUMMER PROGRAM\EDP Notification of Summer Program Opening.doc

FIELD TRIP RECONCILIATION FORM – I2 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX I - SUMMER PROGRAM\EDP Field Trip Reconciliation Form.xls

FIELD TRIP ROSTER – I3 ..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX I - SUMMER PROGRAM\EDP Field Trip Roster.xls

FIELD TRIP PARENT/GUARDIAN PERMISSION FORM (COPY)– I4

INSTRUCTIONS FOR COMPLETING FIELD TRIP APPLICATION (COPY) – I8-18

FILE IFCB: CPSB POLICY MANUAL, “FIELD TRIPS AND EXCURSIONS” – I19-20

..\C.P.S.B. EXTENDED DAY PROGRAM POLICY MANUAL\APPENDIX I - SUMMER PROGRAM\CPSB Field Trips and Excursions Policy, File IFCB.doc

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J. ESTABLISHING A NEW E.D.P.

PROCEDURES FOR ESTABLISHING A NEW E.D.P. CAN BE FOUND ON PAGES 49-50 OF THE E.D.P. POLICY MANUAL

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Important Reminders

Deposits should be made DAILY Money should never be left in the school overnight (use

the night-drop) Fees are payable in ADVANCE (Due Friday for the next

week) File CCA timely Financial Statements due by the 5th (use checklist!!) All money should be locked in a secure place until

deposited Employment Applications should be sent to Wayne Richard

in Payroll Salary Information forms should be completed for all new

hires, changes in position, terminations and should be submitted to the Internal Auditing Department

127

Important Reminders Make sure you turn in ALL C-2 forms to

the payroll department. EDP employees are not permitted to

begin working until all paperwork has been completed with personnel and they have been fingerprinted.

C-2 forms must be filled out and submitted to the payroll department for all EDP bus drivers

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TO END ON A POSITIVE NOTE:

“Parents love the program. The children love

coming to EDP.” “Extended Day is a refuge for those students

who can not go home after school. It allows them to spend time with their friends.”

“Very organized and great communication between the Site Director and Bookkeeper.”

“Kids love us and don’t want to leave. Pro-care makes bookkeeping so much nicer.”

“I think our ProCare program is wonderful and allows me to be able to spend more time with the children and do my job better.”

“My site has Ameri-corps workers involved with our program that tutor our students with their studies. Love it!!”

1 CALCASIEU PARISH SCHOOL BOARD EXTENDED DAY PROGRAM AUGUST 12, 2009 Extended Day Program In-service.

Documents

extended day program

program fees

summer program

new extended day program

review parent handbook

school personnel

extended day locations

individual school site