HomeMy WebLinkAboutCONTRACT CLASS INSTRUCTOR HANDBOOK_REVISED 2020
PARKS AND RECREATION DEPARTMENT
INSTRUCTOR HANDBOOK
Address: City of San Luis Obispo Parks and Recreation Department
1341 Nipomo Street
San Luis Obispo, CA 93401
Phone: (805) 781-7300
INSTRUCTOR
HANDBOOK
THE CITY OF SAN LUIS OBISPO
PARKS AND RECREATION
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MISSION STATEMENT
The City of San Luis Obispo Parks and Recreation Department
seeks to inspire happiness by creating community through people,
parks, programs and open spaces.
INTRODUCTION
This handbook is designed to acquaint individuals interested in
teaching a class with the City of San Luis Obispo Contract Class
process. Please review this manual carefully as the information on
the following pages offers suggestions and ideas, as well as
departmental policies and procedures all Contract Class Instructors
must follow.
The Parks and Recreation Department looks forward to exploring
the possibility of hosting your class through the City of San Luis
Obispo. Please contact the Community Services Program
Specialist with any questions you may have.
Sincerely,
City of San Luis Obispo Community Services Division
TABLE OF CONTENTS
PAGE
GETTING STARTED ................................................................................................................. 1
CONTRACT CLASS REQUIREMENTS ............................................................................... 2 - 3
COMPENSATION ................................................................................................................. 4 - 5
MARKETING ............................................................................................................................. 6
ATTENDANCE .......................................................................................................................... 7
APPENDACIES
APPENDIX A: NEW INSTRUCTOR INTEREST FORM ........................................... 8 - 9
APPENDIX B: NEW CLASS PROPSAL FORM ................................................... 10 - 12
APPENDIX C: SEASONAL INFORMATION SHEET .......................................... 13 – 15
APPENDIX D: CONTRACT .................................................................................... 16-18
City of San Luis Obispo | INSTRUCTOR HANDBOOK 1
GETTING STARTED
The City of San Luis Obispo Contract Class Instructors offer an array of recreational activities,
while bringing the valuable experience, special skills and patience needed to teach others.
When you first consider teaching a class for the City, please be prepared to provide a list of
required documentation. A resume, highlighting your expertise in the area you wish to instruct, is
one way to demonstrate your abilities and accomplishments. Completion of the Class Proposal
Sheet (attached) is required to illustrate the description, details and goals of the potential class.
Lesson plans are also required for all new Contract Class Instructors to demonstrate how your
students will achieve success in your class. Personal references, which are mandatory, also lend
credibility to your teaching skills.
When you have completed the Class Proposal Sheet and lesson plans, contact the Contract Class
Program Specialist for an appointment to review these materials. This meeting will cover any
questions you may have as well as give you an opportunity to further define and explain your
class. This time also allows for facility requirements and preferences to be expressed.
Based on approval of class topic, agreement with departmental philosophy for leisure/educational
classes, and available space in one of the City’s facilities or your own business location, the
Contract Class will be accepted for consideration. Further documentation for considered classes
is required and all classes are accepted at the discretion of the Director of Parks and Recreation.
*For a complete listing of all required documentation, turn to page 2.
CONTRACT CLASS REQUIREMENTS
City of San Luis Obispo | INSTRUCTOR HANDBOOK 2
1. CLASS PROPOSAL SHEET WITH LESSON PLANS AND REFERENCE
2. SEASONAL INFORMATION SHEET
3. FINGERPRINT CLEARANCE FROM THE DEPARTMENT OF JUSTICE
4. CITY OF SAN LUIS OBISPO BUSINESS LICENSE
5. LIABILITY INSURANCE NAMING THE CITY OF SAN LUIS OBISPO AS
ADDITIONALLY INSURED IN THE AMOUNT OF $1,000,000
o INJURY REPORT FORMS
6. FACILITY PERMIT
7. SIGNED CONTRACT
8. APPROVAL FROM THE DIRECTOR OF PARKS AND RECREATION
9. INSTRUCTOR ORIENTATION MEETING
1. CLASS PROPOSAL SHEET
Completion of the Class Proposal Sheet (SEE APPENDIX B) is required to illustrate the
description, details and goals of the potential class. Lesson plans are also required for all new
Contract Class Instructors to demonstrate how your students will achieve success in your class.
Personal references, which are mandatory, also lend credibility to your teaching skills.
2. SEASONAL INFORMATION SHEET
This form is required for each new season (winter/spring, summer, fall) details each class offering
per instructor. Please complete and submit to Community Services Specialist prior to the deadline
for the desired season. (SEE APPENDIX C)
3. FINGERPRINT CLEARANCE
Becoming a Contract Class Instructor for the City provides many opportunities to interact with
children; therefore, instructors must comply with the fingerprinting and criminal background check
requirements set forth in Public Resources Code section 5164 for ALL instructors teaching your
class. A payment of $32 is due prior to access of DOJ form, with an additional $18 if you
choose to complete your background check at Cal Poly University.
4. BUSINESS LICENSE
A City of San Luis Obispo business license is required to be an Independent Contractor. You may
purchase the license from the cashier in City Hall at 990 Palm Street. Fees for the license vary,
for more information, call (805) 781-7134. Hours of operation are Monday-Friday, 8 am-5 pm.
5. LIABILITY INSURANCE
The City of San Luis Obispo is self-insured and only covers activities engaged in by its employees.
Contract instructors are independent contractors and are not employees of the City, so other
coverage must be obtained. A certificate of insurance and an endorsement to your policy, naming
the City of San Luis Obispo as additional insured is needed prior to accepting your class.
Insurance may be purchased through the City, please contact the Community Services Specialist
to arrange insurance purchase.
o INJURY REPORT FORMS
Injury Report Forms must be completed for any injury occurring in any contract class.
These forms are provided to each instructor upon hire.
6. FACILITY PERMIT
City of San Luis Obispo | INSTRUCTOR HANDBOOK 3
Facility permits will be issued before your Class Proposal is accepted. Any changes by you after
your Class Proposal has been accepted may result in the cancellation of your class. Unless
otherwise arranged, you will be given a key and alarm code if needed for the building in which
you are to teach. Your printed roster for each class will act as your printed facility permit for that
day. Please report any user conflicts or damages to the facility.
7. CONTRACT
The contract is the binding agreement between the City of San Luis Obispo and you as the
Contract Class Instructor. The Contract may be terminated by either party within ten (10) days
advance written notice. (SEE APPENDIX D)
8. APPROVAL
The Director of Parks and Recreation must approve all classes.
9. INSTRUCTOR ORIENTATION MEETING
Instructors are required to attend an annual instructor orientation meeting in order to renew your
contract each year.
City of San Luis Obispo | INSTRUCTOR HANDBOOK 4
COMPENSATION
STATUS OF AN INSTRUCTOR
The status of a Contract Class Instructor with the City of San Luis Obispo is that of an Independent
Contractor. Criteria established by the Federal Government determine the difference between an
Independent Contractor and a paid hourly employee. This information is available upon request.
Contract Class Instructors are not eligible for social security, worker’s compensation or retirement
benefits. Federal and State taxes will not be taken from your check; the City will report your
income to the IRS on a 1099 form at the end of the year.
CHARGE
To determine what to charge for your class, consider the California minimum wage and build your
cost with materials, additional preparation time and personnel assistance. Base the cost of the
class on the minimum number of students you can teach and still make a profit (if desirable).
Materials fees are permissible and are made payable directly to the Contract Class Instructor.
Examples of a materials fee are materials needed for a one-time performance at the end of the
class session or optional uniforms for the class. Confirm the appropriateness of a materials fee if
you are unsure.
MONEY COLLECTION
The Parks and Recreation Department collects fees at www.slocity.org/parksandrecreation, or in
person at 1341 Nipomo Street (Monday -Thursday, 9 am - 5:30 pm and Friday 9 am - 5 pm).
CLASS-SITE REGISTRATION IS NOT PERMITTED.
REVENUE
The City of San Luis Obispo will pay Instructors a percentage of the gross revenues collected for
your class. The remaining portion of the revenue goes to the City for administrative cost, facility
use and promotion.
Compensation percentages for contract instruction classes are as follows:
o Adult Classes (ages 18 and up): Instructor receives 65% of gross revenue
o Youth Classes (under age 18): Instructor receives 70% of gross revenue
o Using a non-City operated facility: Instructor receives 90% of gross revenue
PAYMENT
Payments to Contract Class Instructors are processed AFTER your class has ended. Payment
vouchers are submitted to the Finance Department no later than the 7th of each month, and
checks are delivered approximately two weeks following submission (all checks are mailed out
on Fridays).
REFUNDS
Refunds are issued if a student wants to drop the class 72 hours prior to the first class activity,
unless otherwise noted in the program description. Refunds are also processed if a class is
cancelled unless the student wants to apply the credit towards another program offered by the
Parks and Recreation Department. All other refund requests will not be accepted.
PRO-RATE
City of San Luis Obispo | INSTRUCTOR HANDBOOK 5
Instructors have the option to allow classes to be pro-rated. If a customer registers late, after the
first class, instructors have the option of charging the full tuition or a pro-rated amount. The pro-
rate options are the following:
o Registration remains open entire length of session – may offer pro-rate at any date
o Registration remains open for the first 1/3 of class meetings – no pro-rate will be offered
o Registration closes 24 hours prior to first class – no options for pro-rating
FEE-REDUCTIONS
As a class instructor, you are entitled, but not required, to offer fee-reductions for your class to
the community. The City of San Luis Obispo Parks and Recreation Department has a formal
application process for residents interested in receiving a fee reduction. Once participants have
been qualified, they are eligible to receive either a 25% or 50% discount of the cost for a program,
which comes directly from the Class Instructor’s and the City’s revenue for the class. It is the
Class Instructor’s option to set the options of fee-reductions available, either 25% or 50%, and
how many fee-reductions to offer, if any, per season.
MARKETING
City of San Luis Obispo | INSTRUCTOR HANDBOOK 6
The key to a successful class is how well you market the program you have to offer. The City of
San Luis Obispo Parks and Recreation Department can assist you in several ways with publicizing
your class. If you have other ideas, please let us know!
PUBLICATIONS
The Parks and Recreation Department’s tri-annual Activity Guide is posted online as a webpage
directory that is easily searched by our users.
Activity Webpage Launch Schedule:
Released Season Months Covered
December Winter/Spring January - May
April Summer June – August
August Fall September - December
Distribution of a “postcard”, a promotional leaflet encouraging residents to seek out all Parks and
Recreation programs online, is placed in the Tribune three times per year aligning with the
seasonal Activity Webpage online postings.
Classes offered to youth are advertised in the seasonal What’s New publication produced by the
Parks and Recreation Department 3-4 times a year, and distributed to all schools in the San Luis
Coastal Unified School District (except for the high schools).
Due to printing and editing deadlines, information needs to be in to the Contract Class Program
Specialist 16 weeks prior to the publication date. NO CHANGES WILL BE ACCEPTED AFTER
THE PUBLISHED DEADLINE.
FLYER
Flyers are a great marketing tool to publicize your class. Instructors are required to utilize flyers
for their class each season. All flyers must be approved by the Community Services Specialist
prior to distribution. For any flyers distributed through the San Luis Coastal Unified School District,
instructors will provide language in both Spanish and English. School District Approval must then
be obtained through the Community Services Specialist. Flyers may be posted in the Parks and
Recreation Office and in City recreation facilities. If you distribute to businesses, please obtain
permission before leaving your flyer. Please do not staple, tack or tape flyers to public or private
property around the city.
GUIDELINES
Instructors are responsible for creating their own flyers.
The flyer must include the City of San Luis Obispo emblem, provided by the
Community Services Supervisor. It may also include your business logo.
The flyer must be approved by the City of San Luis Obispo Parks and Recreation
Department prior to distribution.
Instructors must receive District approval on flyer through the City of San Luis
Obispo Parks and Recreation Department prior to distributing to schools.
MEDIA
Community Calendar listings and/or press releases may be circulated by the Parks and
Recreation Department prior to the start of your class, though this is NOT a guarantee that the
media will publish this information.
City of San Luis Obispo | INSTRUCTOR HANDBOOK 7
SPECIAL EVENTS
Other forms of publicity offered by the Parks and Recreation Department include special events,
community events, demonstrations at school sites and participation in registration fairs, and
farmers markets. Contract Class Instructors are often invited to participate in City events. If you
are interested in a particular event, please make arrangements with the Contract Class Program
Specialist.
ATTENDANCE
MINIMUM/MAXIMUM
If less than the minimum number of students indicated on your Seasonal Information Sheet are
registered 24 hours prior to the first day of class, you have the option of cancelling the class at
that time by informing the Contract Class Program Specialist and any participants who are
registered for that class. The Parks and Recreation Department must be made aware of
cancellations 24 hours prior to closing. The Parks and Recreation registration system will not
allow for more participants than the maximum number that you have set for your class without
approval.
ROSTERS
It is the Instructor’s responsibility to check their class roster on-line using the City of San
Luis Obispo ActiveNet registration website. It is your responsibility to guarantee that all
participants in your class have registered and signed a waiver BEFORE they participate. If
students are attending but not officially registered for your class, you are teaching them for free
without liability insurance. Participants who participate without registering in advance put your
contract with the City of San Luis Obispo at risk of termination. Maintaining accurate records and
daily sign-in sheets are essential to the success of your program. If three violations occur
within a single season, the instructor can face a fine of $75 and classes may be put on
hold.
INSTRUCTOR ATTENDANCE
If you are late or unable to instruct your class, please contact the Contract Class Program
Specialist or the Parks and Recreation Department immediately. You are required to contact your
students in the event of an absence with at least a 24 hour notice. Make-up dates are to be
arranged with the Contract Class Program Specialist as soon as possible. In the event that a
class is cancelled outside of a 48 hour weekday period for any reason other than the
min/max attendance, you will be charged a once time facility fee at your location. Class
series cancelled 14 days prior to the season start date may be fined an administrative fee.
WAIVER OF LIABILITY
A liability release is required of all students for every session of each class. The liability release
is included in the registration form when signing up for a class both on-line and at the Parks and
Recreation Administrative office. Please instruct all participants that they must have this waiver
submitted to the Parks and Recreation Department PRIOR TO PARTICIPATING IN THE CLASS.
Failure to follow this guideline could result in the termination of your contract. YOU ARE
NOT INSURED IF YOU ARE INSTRUCTING STUDENTS WHO HAVE NOT SIGNED A
WAIVER.
City of San Luis Obispo | INSTRUCTOR HANDBOOK 8
REGISTRATION DEADLINE
Class registration automatically closes at the start of each class unless requested otherwise. Any
registration beyond that point must be completed through the Parks and Recreation Department
with the approval of the instructor and the Contract Class Program Specialist.
APPENDIX A
City of San Luis Obispo | INSTRUCTOR HANDBOOK 9
APPENDIX B
City of San Luis Obispo | INSTRUCTOR HANDBOOK 10
City of San Luis Obispo | INSTRUCTOR HANDBOOK 11
APPENDIX C
City of San Luis Obispo | INSTRUCTOR HANDBOOK 12
City of San Luis Obispo | INSTRUCTOR HANDBOOK 13
APPENDIX D
CITY OF SAN LUIS OBISPO
CLASS INSTRUCTOR CONTRACT
THIS AGREEMENT is entered into this ____ day of, _______________ 2019, by and between the City of
San Luis Obispo, Department of Parks and Recreation, hereinafter "City," and ________________________
hereinafter "Contractor."
WHEREAS, the City has need for the professional services of an individual with the particular training, ability,
knowledge and experience possessed by the Contractor: ________ (contractors initials)
NOW, THEREFORE, in consideration of the rate of _____% of monies collected for class registration, to be
paid to the Contractor by the City, the Contractor agrees to perform during the period January 1, 2020 through
December 31, 2015 inclusive, the following professional service: _______________. Instructor is to provide all
materials and equipment needed to instruct class.
In performing the above services, it is understood and agreed that:
1. This contract is by and between two independent contractors and is not intended to and shall not be
construed to create the relationship BETWEEN THE PARTIES of agent, servant, employee,
partnership, joint venture or association.
2. Contractor will not be eligible for any group health insurance, life insurance, vacation, sick leave or
any other benefits available to City employees employed under the Personnel Rules and Regulations
of the City of San Luis Obispo. Contractor is not eligible for Federal Social Security, State Workers'
Compensation, unemployment insurance or Public Retirement System benefits from this contract
payment. Contractor is responsible for payment of all Federal and State taxes applicable to payment
for service.
3. This Contract may be terminated by either party, at their sole discretion, upon ten (10) days advance
written notice thereof to the other. Monies then owing based upon work satisfactorily accomplished
shall be paid to Contractor.
4. Contractor is required to carry personal liability insurance in the amount of 1,000,000, naming the
City of San Luis Obispo as additional insured. A certificate of insurance and an endorsement,
listing the City on the policy as additional insured, is required prior to the beginning of this
contract and is to be maintained for the duration of the contract.
5. The Contractor shall defend, indemnify, save, and hold harmless the City and its officers and
employees from any and all claims, costs and liability for any damages, sickness, death, or injury to
person(s) or property, including without limitation all consequential damages, from any cause
whatsoever arising directly or indirectly from or connected with the operations or services of the
Contractor or its agents, servants, employees or subcontractors hereunder, save and except claims
or litigation arising through the sole active negligence or sole willful misconduct of the City or its
officers or employees, and will make good to and reimburse the City for any expenditures, including
reasonable attorneys' fees, the City may make by reason of such matters and, if requested by the
City will defend any such suits at the sole cost and expense of the Contractor.
6. Contractor shall not discriminate in the employment of persons under this contract because of the
race, color, national origin, age, ancestry, religion, physical or mental disability, or sex of such
person nor discriminate against persons wishing to participate in its programs or activities.
7. Instructor is willing to accept ____ 50% fee reductions; ____25% fee reductions per season.
8. Instructor will: Offer pro-rated price all session; Remain open first 1/3 of class meetings
offering no pro-rated price; Close class upon start of class offer no pro-rated price
City of San Luis Obispo | INSTRUCTOR HANDBOOK 14
9. City grants permission for Contractor to use City facilities for conducting said class during permitted
class hours only. A facility use permit will be provided to the Contractor prior to the start of each
class season.
10. Contractor shall maintain the premises in neat, clean and sanitary condition. If premises are not kept
in a satisfactory condition, the City has the authority to terminate the portion of the agreement
pertaining to the problem facility. Contractor shall not make any alterations to the facility, either
temporary or permanent, without the prior approval of the City.
11. All class registration and collection of monies conducted through the Parks and Recreation
Department or by online registration. Payment to Contractor will be made at the end of each session.
12. Contractor shall conduct said class as indicated on the New Class Proposal. Any deviation from said
proposal must be approved by the Recreation Supervisor prior to initiation.
13. Contractor will be provided with space in the City's program brochure at no cost for basic program
information when provided to the City by the deadline. The City, in accordance with the Contract
Instructor Handbook, will provide program publicity to the Contractor; any additional publicity
costs will be borne by the Contractor.
14. Compliance with Public Resource Code, Section 5164:
a. In the event and to the extent the Contractor and/or his/her employees shall have supervisory or
disciplinary authority over any minor or as part of the services to be performed here under, the
Contractor is required to ensure that he/she and all of his/her employees comply with Public
Resources Code, Section 5164, namely, they must undergo a criminal background check before
being retained or hired by the City.
b. Evidence of compliance with subparagraph 14 a. shall be presented to the City, before this contract
is signed by the City, for the Contractor and all then current employees. Additionally, evidence of
compliance under this subparagraph shall be presented to the City during the contract term, for each
new employee of the Contractor, before said new employee commences performing under this
agreement.
c. “Evidence of Compliance” under terms of this paragraph means that the result of the criminal
background search method listed below reveals no convictions for the offenses listed in the Public
Resources Code, Section 5164. The Contractor shall present to the City each person to be checked,
who shall submit to fingerprinting pursuant to Section 11105.3 of the Penal Code. Based upon said
information, the City shall conduct a criminal background investigation of the Contractor or any of
his/her employees performing hereunder.
d. The Contractor shall pay to the City all costs the City incurs in performing said background
investigation. Said payment shall be tendered to the City prior to the Contractor or any of his/her
employees commencing performance hereunder.
e. Failure of the Contractor to comply with the provisions of this paragraph shall be grounds for
immediate cancellation or termination of this contract by the City of San Luis Obispo.
This Contract and any amendments to this Contract will not be effective until approved by the Director of Parks and
Recreation of the City of San Luis Obispo.
City of San Luis Obispo | INSTRUCTOR HANDBOOK 15
Contractor Signature _____________________________________________________ Date
______________________________________________________________________
Contractor Name ________________________________ Phone________________ SSN
______________________________________________________________________
______________________________________________________________________
Recreation Manager ______________________________________________________ Date
______________________________________________________________________
Director Parks and Recreation ______________________________________________ Date
______________________________________________________________________