ABCF-AR: Procedures for Elementary After School Activities
West Fargo Public Schools’ elementary schools offer after-school activities to engage students in a wide variety of opportunities. The regulations indicated below outline how administration should administer the associated administrative policy, ABCF-AP: Elementary After School Activities.
SUPERVISORS
Elementary after school activities are to be supervised by a member of the host building’s professional/licensed staff, or by another West Fargo Public Schools professional/licensed staff member with approval from both the staff member’s building administrator and the host building’s administrator. The number of supervisors required is to be directly associated with the number of student participants, following the guidelines below:
*9 – 20 Participants = 1 Supervisor
21 – 39 Participants = 2 Supervisors
40+ Participants = 3 Supervisors
* Principals have discretion to offer with fewer students enrolled
Every staff member assigned to supervise will receive supplemental pay in accordance with the pay and benefits structure set in place by the School Board and the Human Resources Department. The defined hourly rate would apply to the following duties in addition to scheduled activity time:
Supervisors must stay until all children are gone and picked up.
Supervisors will secure all materials for each activity and make sure materials are cared for properly.
If a supervisor is unable to fulfill a scheduled activity, the supervisor will reschedule a different day to make-up the activity.
CONTRACTED SERVICES
A West Fargo Public Schools’ elementary administrator has the authority to enter into an Agreement for Contracted Services with an outside person or agency to provide after school programs for the building’s K-5 students. The service must address an unmet need for the student population by offering an opportunity that does not currently exist as an afterschool program. The agency providing service to students shall be responsible for completing a criminal background check on any personnel who will be supervising students in an afterschool program. The agency shall provide assurance that the background check has been conducted, and with satisfactory results. In the absence of such assurance, agency personnel may make arrangements for West Fargo Schools to conduct a criminal background check, at the expense of the agency. Personnel must report to the Human Resources Department at least two weeks in advance of the activity start date to begin the process.
By entering into an Agreement for Contracted Services, the building administrator and outside agency agree to operate the program as a building-sponsored activity by administering the guidelines set forth in this document in relation to supervisors, assessment of fees, scheduling, and advertising.
All questions regarding the Agreement for Contracted Services can be directed to the West Fargo Public Schools Director of Accounting.
The outside agency will receive payment at the end of the program session and following the district’s receipt of an invoice for services.
The payment amount indicated in the invoice shall not exceed the amount agreed upon between the contractor and the building administrator in the Agreement for Contracted Services and must follow the guidelines and amounts established by the business office. No deviations shall be permitted without the express advance permission of the business office.
Contracted Service Provider Supervisors
Elementary after school activities may supervised by a contracted service provider with approval of the host building’s administrator and contracted service provider. The number of supervisors required is to be directly associated with the number of student participants, following the guidelines below:
*9 – 15 Participants = 1 Supervisor
16 – 29 Participants = 2 Supervisors
30+ Participants = 3 Supervisors
* Principals have discretion to offer with fewer students enrolled
The building principal will hire and/or approve all supervisors; all supervisors must be hired to complete the entire unit of the specific after school activity. Principals may also assist supervisors with after school activity disciplinary issues as needed.
ASSESSMENT OF FEES
Fees for after school activities should be collected through the building’s Administrative Assistant. Students should not be charged more than a rate of $2 an hour. Fees for participation are charged for each activity in accordance with the fee structure established by the School Board. All fees collected become the property of the building and/or district.
SCHEDULING
Elementary after school activities must be scheduled within the school facility beginning after the dismissal bell and end prior to 6:00PM, Monday – Friday. All programs must be scheduled accordingly on the building’s rSchool calendar via the building level administrative assistant. This is to include the date and time of the activity as well as a list of names of the students in the activity.
ADVERTISING
Promotional, informational, and registration materials related to after school contracted services are to be shared via building publications prior to the start of the activity.
Materials for programs being offered by contracted services should not reflect or promote the business, but be described and identified as an additional elementary after school activity opportunity. An Agreement for Contracted Services does not provide the contractor the ability to advertise, promote, or solicit business in any manner with the district, school, staff, students, and/or families.
- Example: If Sarah’s Studio has entered into an Agreement for Contracted Services to provide after school dance programming, materials should not include the contractor’s logo, name, etc., but instead should be referenced as South Elementary School intramural dance.
NOTE: In the event that an outside agency and/or program does not meet these guidelines, it should be referred to the facility rental program in accordance with ABBB-AP: Use of District Facilities for Other than School Purposes.