School and Offsite Logistics

After programs have been agreed on and contract has been signed and confirmed

Program details

Certificate of insurance (if needed)

Apply for a rental permit on ebase (TDSB schools) if required

Registration

List program on site

Marketing Materials

Staffing

Confirmations

Invoicing

Check in

Program details

Topic

Weeks

Start date

End date

Time

Approx # kids

Laptops needed?

Address

Certificate of insurance (if needed)

Certificate of insurance (if needed). Contact Connie Gregory <[email protected]>, Caroline Parrish <[email protected]>. Send them the program details, dates and address. Send to school

Apply for a rental permit on ebase (TDSB schools) if required

If you are required, you will first need a childcare exemption letter from the government. Email [email protected] and [email protected] with the following information (example below).

1

Name/address of school
2

Schedule and dates
3

Ages
4

If transportation is provided (no)
5

What materials we use
6

Program description
7

If students can sign up for our program at other schools.
8

They will then send the letter, which you will have to upload on ebase.
9

Permit is required at least 2 weeks before the program starts.

Upload child care exemption

Once you have the child care exemption, apply on Ebase (https://tdsb.ebasefm.com/rentals/welcome)

Permit number

1

Email school that you have submitted so the school can approve.
2

Email them with any error messages
3

Did the permit go through?

Registration

If the program is using our platform for registration, create a new session under In School Programs In Active.

Instructions to create a program in Active. https://makerkids.atlassian.net/wiki/spaces/OPS/pages/17373668/Overview+of+Program+and+Camp+Management (see active set up)

List program on site

Create a toggle for the school with program info and CTA on https://makerkids.com/school-programs/

Once done send link to school

Marketing Materials

Create graphics or a flyer for the school (if needed) for them to hand out.

Staffing

1 month before the program begins or earlier, staff the program on Shiftplanning. Pass on any curriculum information to staff.

Confirmations

1-2 weeks before the start of the program, get information from the school or Active on

Number of kids

Where kids should go for class

Arrival and dismissal procedures

Send police checks of instructors going to the program

Confirm program dates and details

Send attendance list, b,c, and e to instructors

Invoicing

Create an invoice with Galina (she needs to know name, address, school, amount, tax or no tax, service name and contact to send the invoice) [email protected]

For schools that use our Active, no invoice is needed.