cte department manual - fort bend isd...aug 08, 2018 · crystal mills 281-634-1098...
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2017-2018
CTE Department Manual
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CONTACT INFORMATION
Director:
Meredith Watassek
281-634-1098
Assistant Director:
Crystal Mills
281-634-1098
Administrative Assistant:
Laronda Peace
281-634-1246
Specialist:
Beverley Lawson
281-634-1318
Program Manager:
William Phelps
281-634-1245
Program Manager:
Tiffanie Thomas
281-634-1247
Program Manager:
Heather Willis
281-634-5471
Supervisor, Ag Science Facilities:
Jimmy Klemstein
Tech Ed Supervisor:
Kenny Kendziora
281-634-5672
Tech Ed Administrative Assistant:
Karla Nelsen
281-634-5671
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]
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OVERVIEW Career and Technical Education (CTE) provides rigorous and relevant coursework preparing individuals for high-demand, high-wage careers. CTE programs are transformed programs of study that no longer resemble the vocational education programs of previous decades. As we prepare students for emerging and future careers, CTE coursework must encompass technical knowledge in specific program areas, while applying the skills learned in core content classes. Meeting this new educational demand requires new instructional delivery designs that integrate both academic and industry skills. CTE instruction requires supporting technology that enables students the opportunity to collaborate remotely with peers and industry representatives, taking their learning beyond the classroom. Preparing students for the future also requires opportunities to practice and demonstrate skills with specialized equipment and unique spaces. Students will learn best by experience. Innovative instructional delivery promotes hands-on learning combined with advanced academics while meeting the needs of all learners. CTE program instruction focuses on and supports workforce values by providing students with significant collaboration experiences, access to industry standard equipment and the ability to respond to an ever- changing industry. Curriculum is divided into 16 career clusters. Clusters are groupings of occupations and broad industries based on commonalities in the required academic and technical knowledge and skills necessary for success. Each cluster offers a variety of pathways focused on specific areas of expertise. Program areas are:
Agriculture, Food and Natural Resources
Education and Training Hospitality and Tourism Manufacturing
Architecture and Construction
Finance Human Services Marketing
Arts, AV Production and Communications
Government and Public Administration
Information Technology Science, Technology,
Engineering and Mathematics (STEM)
Business Management Health Science Law, Public Safety and
Corrections Transportation,
Distribution and Logistics
Fort Bend ISD groups the Junior Reserve Officer Training Corps (JROTC) program with the CTE department. JROTC is a federal program sponsored by the United States Armed Forces. The purpose is to instill the values of citizenship, service to the United States, and personal responsibility and a sense of accomplishment in students (10 U.S. Code § 2031). JROTC provides a four-year program of study designed
to provide students with a wide variety of leadership and learning opportunities aligned to the identified military branch. Campus branches are:
Austin HS: Navy Elkins HS: Air Force Ridge Point HS: Marine
Bush HS: Navy Hightower HS: Army Travis HS: Marine
Clements HS: Navy Kempner HS: Air Force Willowridge HS: Marine
Dulles HS: Air Force Marshall HS: Air Force
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MISSION The Fort Bend ISD Department of Career and Technical Education (CTE) provides challenging career pathways for all students utilizing real world practices and evolving skill sets, attitudes, and behaviors. Teachers strive to meet this mission on a daily basis. CLASSROOM SAFETY Classroom safety is the first priority in all settings. CTE classes provide students with access to industry standard equipment which may include hand and power tools that can be dangerous if not handled appropriately. Teachers are responsible for ensuring that students receive significant instruction on proper care and handling of tools and equipment. Students participating in courses that require the use of tools and equipment as outlined by the TEKS must have a signed safety pledge on file prior to accessing equipment Appendix C. In the event that a student and/or parent refuses to sign the safety pledge, the student may be removed from the course. EQUIPMENT CARE AND MAINTENANCE CTE tools and equipment are purchased through the CTE budget. Proper use and care ensures that equipment will be available for classroom instruction. From time to time, equipment will require maintenance and repairs. Teachers should follow campus procedures for filing work order requests to have campus-based equipment repaired.
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GENERAL RESPONSIBILITIES OF CTE EDUCATORS The job description of a Career and Technical Education (CTE) teacher encompasses multiple responsibilities and obligations. Instructors seek to influence the students through blended learning environments and a positive manner that instills favorable character traits that yield life-long benefits. Instructors behave in ways that consistently exhibit the highest standards of professionalism. As a representative of Fort Bend ISD and the teaching profession, an educator is always on public display and the behavior exhibited upholds the principles of integrity and dignity. A CTE educator adheres both to the letter of the law and to the intended spirit of school district policies and procedures. CTE educators, like all other Texas educators, are held to the Educator’s Code of Ethics (RULE §247.2) outlined in the Texas Administrative Code and summarized below:
Displays professional ethical conduct in practice and in performance
Displays ethical conduct toward professional colleagues
Displays ethical conduct toward students On occasion, the CTE instructor may hold an opinion that differs with parents, students or administrators. The instructor discusses such differences privately, in an open and professional way with all persons involved. After stating any concerns in a respectful manner, the instructor supports all decisions that are made collaboratively with administrators, other instructors, or parents about a specific course of action or the general direction of a program. Additionally, CTE instructors take the initiative to make suggestions and work proactively to improve existing programs. CTE instructors involved in UIL events or other activities sponsored by a state or national organization are thoroughly acquainted with current rules, regulations, and dates pertaining to their particular disciplines. Students’ eligibility is monitored on a regular basis. The CTE instructor refers all concerns regarding eligibility to the campus principal and the Director of CTE for interpretation and resolution. As educators, CTE employees are to clearly understand and adhere to district policies and procedures. Teachers are to limit use of personal electronic communication devices to send or receive calls, text messages, picture messages, or video messages to breaks, meal times, and before and after scheduled work hours unless there is an emergency or unless the use is authorized by a supervisor and does not interfere with or impact the employee’s job performance. Please refer to DH-Local policy for more details relating to acceptable use of electronic communication devices. CTE instructors may be called upon at times to perform duties not listed in their job description. The instructor performs all duties with whole-hearted effort and dedication. Instructors may not receive compensation for such duties. The CTE instructor is responsible for the instructional program at the school(s) where he/she is assigned to teach. The instructor is accountable to the campus principal and the Director of CTE in the performance of all assigned duties. CTE programs are held to local, state and federal standards. Compliance with policies and procedures is critical to success. The Director of CTE will seek to provide opportunities for training to campus teachers
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and leaders regarding such issues. Compliance concerns are reported to the campus principal, Director of CTE, Executive Director of Transformational Learning, the Chief Academic Officer and any other district level personnel that may need to have knowledge of such issues. PROGRAM AREA SUPPORT
William Phelps Tiffanie Thomas Heather Willis Crystal Mills Arts and Audio Video,
Communications Architecture and
Construction Education and Training
Agriculture, Food and Natural Resources
Business / Finance / Marketing
Hospitality and Tourism Health Science JROTC
Information Technology Manufacturing Human Services
Law and Public Safety STEM Transportation, Distribution and
Logistics
The CTE administrative team provides support in several areas including curriculum development, instructional delivery, resource allocation, budget requests, Professional Learning and compliance related issues. Program area meetings serve as a vehicle for teachers to seek clarification and guidance and an opportunity to provide input and feedback regarding program area updates and changes. Meetings will occur at least one time during the fall and spring semester; additional meetings may occur if a need exists. The CTE administrative team does not handle issues such as furniture needs, duty assignments, or absence requests. CLASSROOM INSTRUCTION CTE instruction provides the opportunity for students to apply knowledge learned in all content areas to real-world practices. Teachers are expected to adhere to district managed curriculum policies (EG-Local). Students learn best when provided with consistency in their daily routines. This starts with an effective teacher who provides a safe learning environment. Teacher attendance is critical. All absences must be reported through AESOP in accordance with processes outlined in the Employee Handbook. The Director of CTE should be notified when a teacher is going to take an extended leave so as to provide FBISD with the opportunity to prepare additional supports for substitutes. CERTIFICATIONS Industry certifications align to specific CTE courses; expenditures are covered through the CTE department budget and are a benefit to students. Teachers are expected to administer identified certifications in accordance with the district timeline and curriculum and are required to submit accurate information regarding student attempt and attainment through the Eduthings system. In order to develop a baseline for success measures, all students enrolled in certification aligned courses during the 2017-2018 school year will attempt appropriate certifications. The CTE administrative team will distribute certification vouchers.
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SPECIFIC RESPONSIBILITIES OF A DEPARTMENT CHAIR The Department Chair is responsible for communicating the district and department vision and long-range goals for the CTE department where he/she is assigned to serve. The Department Chair is accountable to the campus principal and the Director of CTE in the performance of all assigned duties. Specific Duties:
Represent assigned campus at CTE Department Chair meetings.
Communicate pertinent information back to campus instructors and counselors as appropriate.
Ensure that campus CTE instructors complete required safety check lists in a timely fashion.
Communicate needs and concerns to the district CTE administrative team.
Ensure campus CTE instructors understand roles and responsibilities.
Organize and facilitate the CTE / Special Education collaboration meetings each semester providing meeting minutes and sign-in sheets to the CTE administrative team by the published due date.
Track and report CTE ARD attendance.
Assist in the planning and facilitation of middle school transition ARDs.
Provide support to campus teachers regarding procurement processes and procedures. Attendance at Department Chair meetings is required and is shared with campus administrators.
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BUDGET POLICIES AND PROCEDURES
The following will be in place for the school year and will be reviewed and monitored for changes as finances and district policy requires. Some exceptions may apply on a case-by-case basis.
Funding for CTE is monitored and is spent on CTE students only. APPROVED EXPENDITURES Annual program area budgets are intended to support instruction through the purchase of consumable supplies and some small equipment. Curriculum drives purchasing decisions and alignment must be reflected in requests. Consumable supplies are items intended for whole class use and have a life cycle of about one school year. Small equipment includes hand-held items that will generally last 1-5 classroom years. Consumable budgets are not intended to support individual student supplies. Items not approved through program area budgets: Toner Copy Paper Filler Paper Kleenex Hand Sanitizer Scanners Poster Board Textbooks
Workbooks Awards Student Owned Uniforms Furniture Banquet Expenses Field Trips Gift Cards Personal Items
It is the expectation that all program area teachers utilize the same basic educational resource materials. Certain items will be purchased for campuses outside of the program area budgets and will be delivered to campuses annually. These items include but may not be limited to toner, copy paper, scantrons, software, textbooks and workbooks. Activities that are student and curricular related but are not essential to regular classroom instruction are considered extracurricular. Such expenditures include, but are not limited to, competitions, special interests, community performances, student awards, and student travel. These expenditures are not approved through CTE program area budgets. BUDGET TIMELINE Budget allocations will be divided by semester; 60% of the total budget will be distributed allocated during the first semester and 40% will be allocated in the spring. Budgets will be closed out each semester. Money will not roll over from fall to spring semester. Teachers may make fall budget requests between September 8 and November 30, 2017. Spring semester budgets will be available January 8 – March 29, 2018. Requests made after these dates will not be processed. Budget order requests should be submitted by Thursday at noon in order to ensure processing on Friday. Processing will occur on Fridays only and will take place on a weekly basis. In the event that Friday is a holiday, the budget order requests will be processed Thursday afternoon or Monday morning.
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BLANKET PURCHASE ORDER (BPO) PROCESS Refer to the CTE budget job aid found in Appendix B BPOs are used to avoid delays in instruction where consumable and perishable goods would otherwise not be available. They are intended for repetitive and pre-specified purchases. BPOs are valid for a limited amount of time. A teacher may make a BPO request using the standard CTE budget order request form. The document must include details regarding anticipated items, quantity and cost. BPOs will be issued in the maximum amount of $300 with the exception of Southern Floral, Steel Supply, Praxair, and Flex Oil that will be issued in the maximum amount of $500. BPO purchases must occur within 5 business days of receiving approval and the blanket purchase order number. Receipts are due to [email protected] within 10 business days of being issued the BPO. In the event that the above process and timeline is not followed, a memo will be issued by the CTE Director to the teacher and copied to the campus Principal. A second occurrence will result in denial of all further BPO requests for the semester from that vendor. Teachers may request one blanket purchase order per vendor at a time. A second BPO is issued after the first request is completed. A completed request occurs once all receipts are properly turned in to the budget email address and verified by the budget manager. PURCHASE ORDER PROCESS Refer to the CTE budget job aid found in Appendix B. Teachers submit budget requests via [email protected]. Requests are reviewed and considered. If a request is denied, the teacher will receive an email communication stating such. Approved requests are processed; teachers receive email communication once the request has been entered and again when the request has been dispatched. It is the teachers’ responsibility to provide an invoice within 5 days of receipt of the items to [email protected]. In the event that the above process and timeline is not followed, a memo will be issued by the CTE Director to the teacher and copied to the campus Principal. A second occurrence will result in the denial of all further line item requests for the semester. GENERAL INFORMATION
Only budget requests submitted via email to the [email protected] will be processed.
When submitting a request, please enter your program area_last name as the subject. This will allow the CTE support personnel to process items quickly. (EXAMPLE: Marketing_Watassek)
When submitting BPO documentation, please enter vendor_last name as the subject. (EXAMPLE: HomeDepot_Watassek)
mailto:[email protected]:[email protected]:[email protected]:[email protected]
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Where campuses have multi-teacher departments, it is the responsibility of the team members to work together to develop a system of monitoring the total budget. The CTE department will honor requests in the order received until the funds are fully expensed.
In the event that an item quantity is inappropriately requested, the campus instructor’s budget will be charged for the full amount requested on the documentation.
Teachers are responsible for ensuring that no sales tax is charged. In the event that sales tax is charged, the purchasing teacher is responsible for reimbursing the district.
On non-BPO purchases, the teacher is responsible for submitting the invoice, packing slip and all other receipt documents to the [email protected] within 5 business days of receipt of the items.
On BPO purchases, the receipt and completed In-Store-Summary receipt must be submitted via email to [email protected] within 10 days of receiving the BPO number.
Original receipts should be kept on campus in a budget file by the campus teacher.
Do not write on or highlight store receipts.
In the event that an item arrives damaged and needs to be returned, it is the instructors’ responsibility to notify the CTE department within 5 business days. The instructor is responsible for returning the item and documenting the return via email to [email protected].
Failure to communicate in a timely manner and in accordance with documented procedures may result in the close of the instructor’s budget and communication of non-compliance to the appropriate campus supervisor.
mailto:[email protected]:[email protected]:[email protected]
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TRAVEL POLICIES AND PROCEDURES
The following will be in place for the school year and will be reviewed and monitored for changes as finances and district policy requires. Some exceptions may apply on a case-by-case basis. Travel of any kind related to FBISD business should not take place until all signed travel paperwork is returned to the requestor.
TEACHER TRAVEL Reimbursement for teacher travel is in accordance with district policy (DEE LEGAL and DEE R). Classroom materials should be purchased from vendors who will deliver products to the campus. If a teacher or CTE employee chooses to make purchases which require the use of a privately owned vehicle (POV), mileage may be reimbursed if it is determined that the trip was unavoidable and specific to district business only. This includes the purchase of classroom materials; all such travel should be done within the contracted day. Mileage reimbursement will be paid if the assigned duty is required for CTE business and the use of POV is required; all travel must have prior approval by the budget manager. Specific requirements for employees who operate POV in course of District business includes, but is not limited to:
Individuals operating a POV on District business shall maintain liability insurance with at least state required minimum limits. Proof of insurance shall be required and provided to the employee’s supervisor upon request. If insurance is cancelled, or changed, it is the driver’s responsibility to notify the supervisor immediately.
Fort Bend ISD expects employees to operate privately owned road vehicles in a manner to serve as models for courteous driving and safety.
The District shall reimburse mileage based upon the following guidelines when an employee is required to travel to conduct District business:
Travel between all Fort Bend ISD locations shall be reimbursed based upon the established mileage guidelines. (i.e. travel from Hightower HS to Central Office)
On regular workdays, travel to/from an employee’s residence or work location to a location outside of the District shall be reimbursed based upon the lesser of the rate that would be generated from the employee’s residence or worksite if travel occurs at the beginning or end of a workday. (i.e. travel from residence to downtown Houston for early morning conference on Tuesday. If the employee lives close to downtown, then the reimbursable mileage is from their house to the conference site. If the employee’s worksite is closer to downtown than the residence, then the reimbursable mileage is from their worksite to the conference site)
During regular workdays, travel from an employee’s work location to a location outside of the District and back to the employee’s work location shall be reimbursed based on the mileage to and from the location outside of the district. (i.e. travel from Travis HS to Region IV for mid-day meeting)
Before or after regular workdays, travel to a location within the district shall be reimbursed based upon the lesser of the rate that would be generated from the employee’s residence or worksite. (i.e. travel from home/ Travis to Mercer Stadium for game duty)
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Reimbursable travel occurring on weekends or while not on contract to any location shall be reimbursed from the employee’s place of residence. (i.e. Ag teachers going to barn on holidays and weekends or Athletics going to district games on weekends and holidays)
Mileage totals for items above must be substantiated by MapQuest or similar tool.
Itinerant employees shall be reimbursed mileage to and from their primary work location to other locations in the district.
Voluntary attendance of any work-related function is not eligible for mileage reimbursement. (i.e. going to school game when not required to attend by campus administration, going to central office to turn in paperwork for Benefits)
Mileage reimbursement for use of a POV will only be paid on non-funded CTE trips when the use of a POV is approved on the paperwork prior to traveling.
Mileage should be reported as traveled. (EXAMPLE: School to Point A to Point B travel should be reported as one way travel from School to Point A and one way travel from Point A to Point B).
Travel outside of the Fort Bend ISD boundaries from your campus-one-way to one destination requires prior approval. Expense Reimbursement
Mileage o Mileage reimbursement documentation is due by the 5th of each month. Submitted
documentation reflects the prior months driving activity. Late documentation will not be processed.
o For June travel, mileage reimbursement must be submitted by June 15. Travel that occurs between June 15 and June 30 must be submitted on the first administrative work day in July.
o Practicum teachers should submit all mileage reimbursement forms to [email protected]; documentation of job site visits is required with the mileage request. This is the only exception to the monthly submission.
o Non-practicum teachers should submit all mileage reimbursement forms to [email protected].
Meals o When meals are provided as part of a conference, the purchase of additional food will
not be reimbursed. o Breakfast meal reimbursement will not be issued when the hotel provides
complimentary breakfast. o Current district meal allowance is $44 per day. o An itemized receipt is required for all meal reimbursements. Receipts that have any
alcoholic beverages on them will not be processed.
Other o Transportation, registration, or other travel expenses to local, area, or regional
competition, meetings, conferences or events will not be covered. o Expenses that do not have prior approval on the original Travel Request and Payment
Voucher will not be covered; ex. ground transportation.
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o If non-district funded chaperones are sharing a room with the school district employee, only the portion of the room billed for the funded school district employee will be covered.
Competition Travel Travel for one teacher, from the home campus will be paid at the current district rate. If more than 20 students are eligible from any one school, the travel expenses of a second campus employee will be covered. Payment consideration will be given when a gender issue arises between teacher and students. When traveling overnight with students, it is recommended that a campus administrator travel with the group when there are 40 or more students from the same school. This expenditure is incurred through the activity fund. When more than 39 FBISD CTE students are traveling together on an overnight trip for Nationals, expenditures for a CTE district administrator may covered. In the event that a CTE district administrator is unable to travel, the CTE department may choose to cover the expenses of a different district administrator or a campus administrator. When fees are covered for an administrator, the expectation is that the administrator will service all teachers and students on the trip. CTE funded adults are expected to share a room with another CTE funded adult where gender does not present an issue. In the event that there are an odd number of CTE funded adults and all adults are booked two to a room, the full expense will be paid for all adults. If a CTE funded adult choses to room by themselves or with a spouse creating an instance where another CTE funded adult is in a room by themselves, only the room of the CTE funded adult who was agreeable to the required rooming arrangements will be covered. For example: four female advisors (A, B, C, D) are funded for the state conference; female advisor A chooses to room by herself; two rooms for advisors B, C, and D will be funded by CTE; the room of advisor A will not be funded through CTE. Meal allowance will be covered where meals are not included in the conference agenda, through a sponsoring organization or through the hotel. CTE will fund meal allowances based on the following:
Departs prior to 9:00 am – breakfast meal allowance will be covered
Departs prior to 2:00 pm – lunch meal allowance will be covered
Departs after 6:00 pm – no meal allowance will be covered for the day
Returns after 6:00 pm – allowance for all meals for the day will be included
Returns prior to 6:00 pm – breakfast and lunch meal allowances will be included
Returns prior to 11:00 am – breakfast meal allowance will be included Meal tickets available through organizations or conferences will not be funded through CTE unless the expense is equal to or less than the allowable district rate per meal. In the event that a booster club or activity account covers the expenditure of meals for a student, CTE will not fund the same meal. In accordance with district policy (DEE LOCAL) and administrative procedures, all employees shall submit signed travel documents identifying actual travel information and expenditures within 10 business days of the return from the trip. This includes meal receipts, verification of attendance, zero-balanced hotel
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receipts, student meal allowance documentation and actual rooming list with assigned room numbers. Reimbursement for expenditures will not be processed until all required paperwork is received. Documents submitted outside this timeline will not be processed. STUDENT TRAVEL Student eligibility: Students must be currently enrolled in the CTE course in order to receive CTE travel funds. If a CTSO is traveling in the fall, anticipated spring enrollment will not count toward “current enrollment”. A student who was enrolled in an appropriate fall CTE course for the entire semester but not in a spring course will be eligible to receive CTE funding in both semesters. Non-CTE students enrolled in grades 11-12 in 2017-2018 who are eligible for travel with a CTE teacher will not receive any CTE funding. Non-CTE students enrolled in 9-10 grade in 2017-2018 are not eligible to receive CTE funding for any trips.
While traveling for CTSO events, students are required to stay in rooms of 4. In the event that non-CTE funded students are traveling to a CTSO event, the portion of the room assigned to them will not be covered by CTE funds. All campuses participating in the same events are expected to make travel arrangements as outlined in the CTSO portion of this manual. Meal allowance will be covered where meals are not included in the conference agenda, through a sponsoring organization or through the hotel. CTE will fund meal allowances based on the following:
Departs prior to 9:00 am – breakfast meal allowance will be covered
Departs prior to 2:00 pm – lunch meal allowance will be covered
Departs after 6:00 pm – no meal allowance will be covered for the day
Returns after 6:00 pm – allowance for all meals for the day will be included
Returns prior to 6:00 pm – breakfast and lunch meal allowances will be included
Returns prior to 11:00 am – breakfast meal allowance will be included
Meal tickets available through organizations or conferences will not be funded through CTE unless the expense is equal to or less than the allowable district rate per meal; where hotels provide complimentary breakfasts, meal allowances will not be issued. In the event that a booster club or activity account covers the expenditure of meals for a student, CTE will not fund the same meal. Student travel will be covered in only one CTSO program per year per student. Once a student receives CTE funding for travel in one CTSO program in a school year, the same student may not receive funding to travel with a second CTSO.
Example: a student chooses to join both HOSA and BPA; the student competes at their own expense in both HOSA and BPA at the district level and qualifies for state in both; district CTE funding will cover one of the trips {student choice as preselected at time of registration}; student chooses to use district CTE funds to cover BPA travel at the state level; student pays for HOSA state travel on their own; student advances to Nationals for HOSA but NOT for BPA; the district WILL NOT cover the expense of the HOSA trip
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Lodging, registration, transportation, and meal allowances related to post-district competition will be covered for students if:
The chapter advisor attends the required meetings and completes the necessary paperwork on time
Student is appropriately enrolled in a CTE program
Competition is for a recognized CTSO
Student competed at the district level and won the right to advance to post-district events
Necessary documentation requirements have been met All sponsors must provide documentation from the State and/or National Associations specifying student attendance required to participate at the post-district competition. Being recognized for previous achievements, serving as a voting delegate, alternate or officer, and student attendance for observation purposes do not qualify as competition. Participation in State or National conferences held within 50 miles of the school campus will receive no funding for overnight lodging.
NUMBER OF ALLOWABLE TRIPS Students: District policy relating to allowable number of days for student absences for school business will be followed (FM LOCAL). Students may not miss more than 10 days of class for the purpose of school business excluding state and national travel. It is the responsibility of the CTSO Advisor to verify the student has not missed more than the allowable number of days. Teachers: Teachers may miss no more than 10 days of class for the purpose of CTE work-related travel with the exception of post-district events where students qualified for advancement in competition. Careful consideration should be given to planning so that multiple students are positively impacted by travel. Exceptions will be considered in the event that the CTE Administration requests that a teacher travel to an event. REQUIRED TIME LINES Completed travel documents must be submitted to [email protected] at least four weeks prior to the event. In the situation where advancement from one competition to the next does not allow for a four-week time line, the CTE Director or designee will arrange a mandatory travel meeting and set forth the due date for all documents PAPERWORK REQUIREMENTS Only documents submitted to [email protected] will be reviewed. The following documents are required for travel:
CTE Travel Request Packet – 2 pages; requires principal signature
Travel Request & Payment Voucher – 1 separate document for each FBISD employee traveling
Student List – include only the names of those students traveling; teacher is responsible for verifying eligibility
Conference / Event Agenda – official document
AESOP Absence Verification (DEC-E-1) – requires principal signature
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Rooming / Housing List – required only for overnight travel
Hotel Reservation Confirmations
Government Issued ID – for airline reservations only
MapQuest – required prior to travel if teacher is requesting reimbursement UPON RETURN FROM TRAVEL Teachers are to submit the approved travel packet and all receipt documents to [email protected] within 10 business days following the trip.
The Travel Request & Payment Voucher should be signed by the FBISD employee on the right hand side of the document AFTER THE TRAVEL OCCURS.
Meal receipts should be taped to meal summary documents and placed in date order.
Student list should include signature of all students who received a meal allowance.
Conference / Event receipt and verification of attendance.
A zero-balance hotel receipt OVERNIGHT TRAVEL AND COMPETITIONS
Advisors are required to hold mandatory student and parent informational meetings prior to the trip. Parents should be provided with a detailed agenda, conduct expectations and emergency contact information.
Advisors will submit the following documents to the Assistant Director of CTE and appropriate campus administrators 1 week prior to departure:
o Detail agenda which reflects all activities for the campus specific students o A list of chaperones and assigned students o Chaperone contact information
During non-competition time, students must be with a chaperone at all times.
Advisors are required to facilitate whole group meetings at the close of each day.
Advisors will conduct room checks in pairs (one male, one female); advisors will not simply stand at the door and count heads.
Advisors will communicate with the CTE Administrator on the trip each night upon the completion of room checks.
Students are not permitted in taxi cabs, Uber or other non-competition transportation without an adult and the approval of the advisor.
Curfew times should be set so as not to allow free time when activities, events, and venues are not open. Curfew times will be the same for all FBISD CTSO students attending the same trip.
Students must not enter rooms of other students of the opposite gender.
Students are not permitted in swimming pools or weight rooms without chaperone supervision.
FBISD students must not enter rooms of students from other school districts nor should they allow students from other districts in their rooms.
Advisors should make good judgments about what establishments they are entering.
Advisors are considered “on the job” at all times while chaperoning students. Policies and procedures that apply on campus apply to all areas while representing the district.
Advisors are required to travel with a copy of the district student permission travel form for every student on any trip.
mailto:[email protected]
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IMPORTANT INFORMATION
Upon final approval, the paperwork will be returned to the CTE department for payment processing.
After payment processing, the original paperwork will be returned to the teacher.
If a meal allowance was included, the check will be mailed directly to the teacher. It is the teacher’s responsibility to cash the check, distribute the money, and obtain appropriate documentation.
While traveling, teachers are required to present the Fort Bend ISD Tax Exempt form.
Teachers are required to notify the Director of CTE and a campus administrator immediately of any discipline, health, or transportation issues.
Frequently Asked Questions
Q. If a teacher serves on a committee specific to their job, can they be reimbursed for travel to and from meetings? A. No. A teacher choosing to serve on a committee is not a requirement of the teacher’s job and
therefore mileage is not reimbursable by the district. Additionally, school district vehicles may not be utilized for the purpose of traveling to and from such events.
Q. Can a student who is enrolled in a CTE program compete in more than one CTSO? A. A student may compete in multiple CTSO programs as long as the student meets membership
requirements outlined above. Expenses for travel will only be covered for one CTSO. The student must pre-determine which CTSO program will be eligible for district funding.
Q. Can a teacher claim mileage when traveling to pick up class supplies? A. It depends on your program area. Family consumer science and culinary arts teachers are
required to grocery shop for the classroom. Grocery store visits made for the purpose of class and in accordance with district policy are reimbursable. Other program area needs will be addressed on a case-by-case basis.
Q. What happens if we drive on a toll way in a school vehicle without a toll tag? A. The toll violation charge will be charged against your campus / program area budget. The
documentation for person driving indicates who is responsible for the violation charge. Q. What happens if the district pays for me to attend a conference but I am unable to attend? A. The teacher should notify the Director of CTE immediately if a situation results in them not
being able to attend a function previously paid for. In the event that a teacher does not attend a conference funded through CTE and does not notify the Director, the campus administrator and Area Superintendent will be notified. This is considered a misappropriation of district funding. The district may determine that the teacher is responsible for reimbursing CTE for all expenses incurred. Occurrences will be handled on a case by case basis.
Q. How do I document travel to the same location multiple times in one day? A. With the exception of Tech Ed Practicum and Ag teachers, this should happen very sparingly. In
the event that a teacher must travel to the same location twice in one day, please include the time of travel in the reason. Please remember that your first place of “work” may not be claimed as mileage.
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Q. Can my family travel with me and stay in my room at district funded events? A. A district employee’s first line of responsibility on a school trip is to the students. Employees
should exemplify high moral and ethical behavior at all times. In the event that additional family members travel with an advisor / district chaperone / district administrator, only the expenditures associated with the funded traveler will be covered. An adult not serving in the role of district employee, advisor, chaperone or administrator should also be traveling with the minor to ensure their safety.
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CAREER AND TECHNICAL STUDENT ORGANIZATIONS (CTSO) Career and Technical Student Organizations (CTSO) exist in order to offer students an opportunity to extend classroom experiences into the areas of competition, community outreach, industry engagement and personal development. The following will be in place for the school year and will be reviewed and monitored for changes as district policy requires. Some exceptions may apply on a case-by-case basis where extenuating circumstances arise. PURPOSE Career and Technical Student Organizations (CTSO) are an extension of the classroom. Membership in such organization is intended to increase the opportunity students have to develop meaningful contacts and networks to the business community. Participation is designed to develop personal, social, leadership and soft skills necessary for the 21st century workplace. Being an active member goes beyond competition; it is about becoming a productive, contributing community member. It is a privilege, not a right, to be a member of a CTSO. Membership is available to any student who meets the qualifications of membership as outlined by the respective organizations state and national by-laws. All students participating in CTSO activities must meet UIL eligibility rules. APPROVED ORGANIZATIONS In accordance with district policy (FM LOCAL), no two student organizations that are parallel in nature may exist on the same campus. Business Professionals of America (BPA), Future Business Leaders of America (FBLA) and DECA are considered parallel in nature as are SkillsUSA and Technology Student Association (TSA). Only one of these will be recognized on a campus for the purpose of student / teacher travel expenses and/or stipends when appropriate. A specific course list may be found in Appendix B. Consideration will be given to the operation of two of these chapters for campuses that had both organizations in operation as of September 2014. In the event that one of the chapters closes, the current policy of no two similar organizations will apply from that point forward. Each campus may operate one CTSO chapter in each of the following areas:
Agriculture, Food and Natural Resources - FFA
Business, Marketing, Finance and Hospitality students – DECA, BPA OR FBLA (campuses who operated two of these organizations in the 2014-2015 school year will be allowed to continue both chapters; however, students will not be funded in multiple organizations)
Education and Training - TAFE
Human Services – FCCLA
Health Science – HOSA OR SkillsUSA (campuses who operated two of these organizations in the 2014-2015 school year will be allowed to continue both chapters; however, students will not be funded in multiple organizations)
Arts and A/V, Industrial Technology, Law Enforcement, Technical, Skilled and Occupations – SkillsUSA OR TSA (campuses who operated two of these organizations in the 2014-2015 school year will be allowed to continue both chapters; however, students will not be funded in multiple organizations)
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Consideration will be given to the operation of multiple chapters of one organization at the district Technical Education campus. MEMBERSHIP Students entering grades 11-12 in 2017-2018, may join a CTSO so long as they are currently enrolled or have been enrolled in an appropriate CTE course as outlined in the State and National by-laws of the organization (summary is listed below). BPA – current or previously enrolled in secondary CTE appropriate course DECA – current or previously enrolled in Marketing, Finance, Business Management, Hospitality and Tourism FBLA – current or previously enrolled in secondary CTE appropriate course FCCLA – current or previously enrolled in Family and Consumer Science FFA – currently enrolled in Agricultural, Food and Natural Resources HOSA – current or previously enrolled in Health Science SkillsUSA – currently enrolled Trade, Industrial, Info Tech, or Health Sciences TSA – current or previously enrolled in a Technology program Students entering grade 9-10 in 2017-2018 and beyond will be required to have continual enrollment in CTE in order to maintain membership in a Fort Bend ISD CTSO. For example, students must be currently enrolled in a business, finance or marketing course in order to join DECA; students who are not enrolled in a fall semester course cannot join the organization until January. Competition funding for students is only available to those members who are currently enrolled in an appropriate CTE class. It is the advisors’ responsibility to understand, document and adhere to guidelines relating to funding. Student membership dues should be clearly stated and documented. Membership expectations should be in place prior to allowing students to participate in field trips or competitions. It is not enough to allow students to pay dues and attend competition without being actively engaged in other organization activities. DEFINITIONS Active Membership – students who meet criteria outlined by organizations through the state and national by-laws Competition – active participation in a test, oral presentation, animal exhibition or role play activity during the specified trip; being recognized for previous achievements, serving as a voting delegate, serving as an alternate, and student attendance for observation purposes do not qualify as competition REQUIRED DOCUMENTATION As required by CTE and district policy FM Local, CTSO advisors are required to submit the following prior to the October 15 or the Friday immediately preceding that:
Current officer list
Calendar of competition events
Membership requirements
Officer selection criteria
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ADVISOR RESPONSIBILITIES Advisors of CTSOs must be current CTE teachers and must attend the CTSO training provided in August. The advisor is expected to maintain accurate student records of membership, ensure that the experiences offered in the CTSO program are educational in nature, and strive to create leadership development experiences for all CTE students.
Advisors are responsible for understanding all policies and procedures with regard to the operation of a student organization
Advisors must maintain appropriate student/teacher relationships
Advisors are responsible for submitting completed permission forms when students travel away from the campus
Advisors are expected to work in collaboration with other district advisors to ensure continuity of all programs
Advisors are expected to ensure that all active members meet the criteria set forth by the organization
Advisors are required to submit appropriate documentation to ensure payment of all stipends
Advisors are required to complete appropriate travel paperwork
Advisors are expected to ensure that students meet UIL eligibility requirements for all CTSO events
Advisors are responsible for ensuring students do not exceed the maximum number of allowable absences for school sponsored events
All CTSO chapters are expected to take part in district-wide events that promote CTE programs
Advisors are expected to maintain copies of all travel permission slips while on trips; the campus should be provided a copy as well
Advisors are expected to submit rosters to the ADA clerk in a timely fashion prior to traveling Advisors are expected to travel on all trips including state and national trips with their students. In the event that an advisor knows they cannot travel with the group, the advisor should not advertise the trip for students. Students will not be allowed to travel on trips where the advisor is not present. Extenuating circumstances will be handled on a case-by-case basis. STUDENT LETTER AWARDS Recognition for a letter award requires a student to complete multiple types of activities which support the development of productive, contributing society members. Award recognition goes beyond just competition and focusses on well-rounded development of the student. Students must earn a minimum of 30 points annually in order to receive a letter award. The following criteria are in place for the 2017-2018 school year:
Invitational / Local Competition Participation (maximum 3 pts / year) 1 point District / Area Competition Participation 2 points State Competition Participation 3 points National Competition Participation 4 points Chapter Community Service Activities (maximum credit 3 pts / year) 1 pt. / activity Chapter Meeting Attendance (maximum credit 3 pts / year) ½ pt. / meeting District CTE Functions (maximum credits 3 pts / year) 1 pt. / activity Completion of CTE course ½ pt. / semester course
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A student may receive no more than one letter award per year for participation in the same organization. Letter jacket purchases are the requirement of the student and are not funded by FBISD. Organizations may provide letters only; letter award expenditures are covered through activity funds. ADVISOR STIPENDS Advisor stipends are paid in December and June and are dependent on teachers submitting appropriate documentation. The documentation form can be found on the CTE Share Point site. The completed form should be submitted to [email protected] on the 5th day of the month. Documents submitted after this deadline will not be considered for stipend payout. November documents must be submitted by Nov. 30 and May documents must be submitted by May 31; documents submitted after these dates cannot be processed and will not be held for future payment. FFA Advisors are required to submit documentation of 150 hours outside of contract time between July 1 and Nov. 30 in order to receive $875 on Dec. 30. FFA Advisors are required to submit documentation of 150 hours outside contract time between Dec. 1 and May 15 in order to receive $875 on June 30. The total amount for stipend is $1750 for the year. There is no differentiation between Advisors. All other CTSO Advisors are required to submit documentation of 45 hours outside of contract time between Aug. 1 and Nov. 30 in order to receive $300 on Dec. 30. Non-FFA Advisors are required to submit documentation of 75 hours outside of contract time between Dec. 1 and May 30 in order to receive $700 on June 30. The total amount for stipend is $1000 for the year.
mailto:[email protected]
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PROFESSIONAL LEARNING
Professional Learning is an integral part of all learning communities. As educators, we constantly seek to improve our craft and remain relevant within our fields of expertise. It is the philosophy of our department to honor the growth and development of teachers through appropriate learning opportunities. The CTE department will fund approved professional learning for our educators. Covered expenditures may include:
Registration
Lodging (within the approved district amounts and within the room sharing guidelines)
Travel (where district procedures are followed – expenses for one vehicle for every 4 travelers will be covered)
Meals (within the district guidelines of cost) All teachers seeking this opportunity must complete the online application and submit their campus approved travel forms at least four weeks prior to their desired learning event. Applications are reviewed for approval on an individual basis and may be granted to teachers once a year. Requests must be appropriate to the educator’s development within their current CTE teaching field as well as provide an opportunity for them to put into practice what they will learn. Absences for event attendance are counted within the approved 10 CTE school business days per year. The following is considered prior to determining approval for Professional Learning:
In an effort to “spread the wealth” and grow as many teacher’s as possible, teachers who received funding last year will not receive funding again this year for the same conference.
Repeat funding for a teacher (funding to travel in consecutive years) will only be considered in the event that it is a conference that provides significant learning opportunities, is different from the previous year, and is directly related to one of the courses that will be taught.
A teacher may decide to fund PD in a different manner; approval of this travel will be considered when the PD does not interfere with other district responsibilities or exceed the allowable number of days out.
Teachers must submit the PD request and explicitly outline how the PD will directly impact the classroom. For example, if a teacher is requesting to attend the Adobe Conference, it would be considered if the teacher is actually teaching the classes where Adobe is used and the training would impact the teacher’s ability to increase number of student certifications.
Prior to approval, a plan will be developed with individuals regarding how and when the information will be shared with other district teachers.
During CTE funded professional learning, it is the expectation that teachers actively participate in all learning event opportunities. After CTE funded professional learning, attendees are expected to:
Submit verification of attendance (name badge, certificate of completion, etc.)
Complete and turn in final travel paperwork within five business days of return (signed travel form with documented expenses such as registration, hotel and itemized meal receipts)
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Submit a typed Professional Learning Debrief (located on the Career and Technical Education Share Point site)
This opportunity is intended to enhance educator practice and student classroom experience. Teachers may be asked to share knowledge acquired with their peers at program area meetings and future Professional Learning.
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APPENDIX A - CTE Course List by Program Area for CTSO Usage
Ag, Food & Natural Resources
Business, Marketing, Finance & Hospitality
Human Services Health Science
Principles of Ag Wildlife, Fisheries
Livestock Production Vet Med Applications
Ag Mechanics Principles of Floral Design
Principles of Business Touch System Data Ent.
Business Info Mana Global Business
Business Law Practicum in Business Securities and Invest
Accounting Hospitality Services Travel and Tourism
Management Hotel Management Advertising & Sales Sports Marketing Entrepreneurship
Principles of Human Serv Lifetime Nutrition
Practicum in Human Serv Human Growth &
Develop
Principles of Health Sci Medical Terminology Med. Microbiology
Pathophysiology Anatomy & Physiology Health Science Theory Health Science Clinical
Arts, A/V Industrial Technology Technical, Skilled and
Service Courses Architecture and
Construction Principles of Arts, A/V Prof Communications Graphic Design and Ill
Fashion Design Audio/Video Prod
Audio/Video Prod II Animation
Digital Media Computer Maintenance
Networking
Culinary Arts Advanced Culinary Arts
Principles of Law Law Enforcement I and II
Court Systems Fire Fighter I and II
Forensic Science Welding I and II
Sci. Research & Design Principles of Engineering
Intro to Engineering Engineering Science Civil Engineering and
Architecture Aerospace Engineering Engineering Design and
Development Cosmetology I and II
Principles of Cosmetology Design and Color Theory
Automotive Tech Automotive Tech II
Principles of Arch Principles of Const
Arch Design Arch Design II
Interior Design
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APPENDIX B - How to Complete a CTE Budget Request
Budget documents are located on the FBISD CTE SharePoint site
(www.fortbendisd.com/Page/1072) under Resources—Budget Documents.
The Budget Request Form link will automatically download an Excel spreadsheet when selected. Many of the fields within the Budget
Request Form are automated for ease of use.
Complete all fields with accuracy. Incomplete requests will be returned to teachers for revision.
Bid Numbers are located on the FBISD Awarded Vendors List found on the Purchasing Department’s SharePoint page
https://fortbend.sharepoint.com/teams/purchasing/SitePages/Purchasing-Home.aspx
An Item #, Item Description, and Cost should be obtained from a vendor’s website or catalog
The Unit/Purpose field should contain information about the classroom instructional unit the requested budget items will support. TEKS verbiage
or numbers is not an acceptable explanation of classroom instruction.
Discounted prices and shipping charges are the responsibility of the requestor
Obtaining a vendor quote is highly encouraged and necessary for certain vendors.
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Save as: Program area_last name
Email to:
Once the Budget Request Form is complete, the document must be saved as
Program Area_Last Name (ex. Marketing_Watassek) and emailed to
All requests received by Thursday at 4:00 pm will be processed on Friday of the same
week. Teachers will receive an email response once the request has been
processed.
Requests for blanket purchase orders (BPO) may only be submitted for pre-approve consumable items (non-equipment). Request amounts cannot exceed $300 with the exception of Southern Floral, Steel Supply, Praxair, and
Flex Oil whose maximum amount is $500.
Teachers may request one BPO per vendor at a time. Once approved, purchase order information is emailed directly to the teacher from a Program Area Supervisor.
Documentation must be submitted after every purchase made against the balance of
a BPO. Teachers must attach the original receipt to the In-Store Purchase Receipt
Summary form.
The Budget Manager is Meredith Watassek and the Budget Manager Signature line is
reserved for her signature
The Requestor is the teacher
The Org Code is 265
Expenditure Type Description/Justification is description of the purchased items
(ex. Breakfast items for food nutrition cooking lab).
Once complete the document must be scanned. Scan must clearly show all parts of the receipt. Teachers are responsible for keeping the original documentation on file
for 7 years.
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An electronic copy of the In-Store Purchase Receipt Summary and receipts must be emailed to the CTE budget email no later than 10 days
after issuance of the BPO. When submitting documentation, enter Vendor_Last Name (i.e. HomeDepot_Mills) as the subject line of the
email
Overspending or failure to submit all required receipts and/or documentation within the allotted timeline will result in a memo from the
Director of CTE, notification to campus administrators, or the discontinued use of BPOs.
Email Subject line:
vendor_last name
Email to:
Line item requests are shipped directly to the teacher from the vendor. Make sure to watch for items being delivered to your campus or notify the appropriate campus personnel of impending orders.
The requestor is responsible for submitting invoice or receipt documents within 5 days of receipt of items to [email protected]. Failure to notify the CTE department within the appropriate number of days wil result in
a memo from the Director of CTE, notification to campus administrators, or discontued use of program budget .
All questions regarding budgets and budet processes should be directed to the appropriate Program Area Supervisor
Crystal Mills: Agriculture
William Phelps: Arts A/V, Business, Marketing, Finance, Information Technology, Law/Public Safety
Heather Willis: Education & Training, Health Science, Human Services, Transportation
Tiffanie Thomas: Architecture & Constuction, Hospitality & Tourism, Manufacturing, STEM
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APPENDIX C – STUDENT SAFETY PLEDGE
I, ____________________________________________, as part of my classroom experiences in the
_________________________________________ program at _________________________, will involve myself
in real-world work experiences. This may include the use of equipment or machines. Even though safe practices
are stressed each day and machine safety has been taught to me as part of the curriculum, I must assume
responsibility for following safe practices. I therefore subscribe to the following safety pledge:
1. I will follow all safety rules for the learning lab.
2. I will not use a machine or piece of equipment without first having permission from the instructor.
3. I will not use a machine unless I have been instructed in its safe use and have passed the safety test for that
machine.
4. I will report any accident or injury to the teacher immediately.
5. I agree to wear safety gear as instructed by my teacher at all times while in the learning lab.
6. I agree to report any unsafe practices to the instructor immediately.
Please complete the information below and return it to your campus teacher. ___________________________________________________ __________________________ Student’s Name Student’s ID # ___________________________________________________ __________________________ Parent’s / Guardian’s Signature Date It is the policy of this school district not to discriminate on the basis of sex, race, handicap, color, or national origin in its educational and vocational programs, activities, or employment as required by title IX, Section 504, and title VI.