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Recreation and Parks Leisure Services Contract

Instructor Handbook

Gary Reed

Leisure Program Coordinator

301-866-6562

www.stmarysmd.com/recreate

Gary.Reed@stmarysmd.com

Updated 11.09.18

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Introduction

Do you have a great idea for a class? Share your talent or passion and get paid for it! Leisure

class instructors are being sought for a variety of programs. We welcome people with time and

talent to become leisure class instructors. Class proposals are accepted year-round.

Contract instructors conduct a variety of classes and workshops in our parks, recreation centers

and public schools. From dance to art and tennis to fitness, our talented contract instructors

enhance the quality and variety of programs we offer to the community.

Contracted instructors are:

♦ Independent contractors and not employed by the St. Mary’s County Government

♦ Under contract and paid a percentage of their program’s gross revenue

♦ Expected and encouraged to set the class tone and develop the curriculum

Inclusive Recreation

The Department of Recreation and Parks is a strong advocate for people of

all ability levels. The department promotes and protects the rights and

choices of individuals of all abilities. The department believes that every

individual, regardless of ability level, is deserving of satisfying recreational

and leisure activities. With the combination of competent, qualified,

professional staff and innovative programs, Recreation and Parks fosters

independence and fulfillment by allowing for self-determination and

personal choice.

Recreation & Parks makes every effort to insure that programs and

services are accessible for those with disabilities.

Individuals with disabilities are encouraged to register for general recreation programs. With

your registration, please include information regarding your disability and accommodation

needed. A two-week notice is required in order for the Department to make reasonable

accommodations based on individual needs. The Department of Recreation & Parks, a

recognized leisure industry leader in opportunities for individuals with disabilities, is pleased to

comply with the Americans with Disabilities Act regulations. The Department has selected a

committee of leisure professionals, facility planners and advocates with disabilities. This committee

meets quarterly to monitor and review the department’s compliance. TDD is available for phone

communications 301-475-4105 for those with hearing impairments, and an audiotape of program

offerings can be made available to those with visual impairments.

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How it Works

Submit a Prospective Instructor Form

Complete a Prospective Instructor Form found on page 9 of this handbook for EACH class you

are interested in teaching for the Department.

Schedule a meeting with the Leisure Coordinator

Contact the Leisure Programs Coordinator, Gary Reed at 301-866-6562 to schedule a

meeting to discuss the proposed classes. Be prepared to discuss course curriculum and

pay expectations. Prospective Instructors should bring examples of work if applicable and

the completed contract paperwork.

Complete Contract Paperwork

The Leisure Coordinator submits all paperwork to the appropriate personnel. The contract will

be mailed to you from the Procurement Office outlining details of agreement. This contract

MUST be signed and returned to Procurement within one week of receipt.

Upon satisfactorily review, annual renewals will be mailed from the Procurement office

outlining details of agreement. Contracted instructors MUST sign and return the Procurement

or a new contract will have to be developed.

The instructor should call the Leisure Coordinator if they have concerns about contracts prior

to signature.

Fingerprinting

All contracted instructors are required to be fingerprinted through Criminal Justice Information

Services. Instructors are required to schedule a fingerprinting appointment with the Sheriff’s

Department and Recreation and Parks will assume the cost.

Payment for Services

Instructors must submit an invoice with original signature to the Leisure Programs

Coordinator. It is suggested new instructors schedule an appointment with the coordinator to

prepare their first invoice.

Format Must have, Name, Address, Phone #, Contract #, Name of Class, Amount due,

Contract agreement (i.e. 60% of revenue)

Deadlines Summer, Fall & Winter - No earlier than ½ way through the class; no later than 2

weeks after the conclusion of class. Spring- No later than 3rd week in May, due to

procurement deadlines

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Contract Paperwork Resume

Prospective Instructors are to submit a current resume that includes the instructor’s specific

qualifications to teach the proposed class including, relevant experience, certifications and

references.

Proof Of Insurance

INSURANCE REQUIREMENTS: The contract shall be required to maintain in force such

insurance as described below and approved by the St. Mary’s County Government for the

duration of the Contract. Insurance shall be issued prior to commencing work under the

contract. The policies shall stipulate that the insurance coverage shall not be changed or

canceled unless the insured and the Contracting Officer be notified in writing and approve the

change not less than ten (10) days prior to such a change or cancellation. In addition the

Board of County Commissioners for St. Mary’s county shall be named as an additional insured.

For operation of facilities, insurance coverage shall be in the following amounts and coverage:

1. Comprehensive General Liability - $2,000,000.00 Annual Aggregate;

$1,000,000.00 Per Occurrence; $1,000,000.00 Products and Completed

Operations; $1,000,000.00 Personal and Advertising Injury.

2. Comprehensive Automobile Liability - $1,000,000.00 Each Occurrence.

3. Professional Liability - $1,000,000.00 ♦ Instructors may request a waiver of insurance

requirements by sending the request in writing to the St. Mary’s County procurement office.

Under the United States Internal Revenue Code, St. Mary’s County Department of

Recreation and Parks is required to report the payment(s) we make to you each year. Vendor Form

St. Mary’s County Government requires this form to completed to establish your business as

an approved vendor in the government purchasing system.

Sole Proprietor Form

A sole proprietorship is a business owned by one individual. As the owner of a sole

proprietorship, you are legally liable for everything that happens in your business. As an

independent contractor of St. Mary’s County Government, not a payroll employee, you are

automatically considered in the State of Maryland, to be a sole proprietor. As a sole proprietor

you are required to complete the Workers’ Compensation Sole Proprietorship form

acknowledging your status as a covered employee. W9

Under the United States Internal Revenue Code, St. Mary’s County Department of Recreation and Parks is required to report the payment(s) we make to you each year.

Crowd Management Certification

In accordance with code, establishments with an occupant load of at least 50 people at any

given time must have at least one trained crowd manager. The Maryland State Fire Marshal’s

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Office has designed an online program to give those persons designated as crowd managers

the information necessary to provide occupant safety during indoor events. The course will

teach staff how to monitor the number of occupants by counting them as they move in and

out; how to keep exit paths clear; how to educate other employees about keeping crowds

orderly and safe during an emergency; how to identify potential problems; and how to correct

code violations. Certificates must be turned into the Leisure Programs Coordinator.

Policies and Procedures

Professional Conduct Instructors are not employees of St. Mary’s County Government but are representatives of the

County and Recreation and Parks. They are expected to conduct themselves in a professional

manner at all times.

Instructors are NOT permitted to release minor children to anyone other than the parent or

guardian listed on the rosters. Any exception must be given to the instructor by the

parent/guardian in writing in advance.

St. Mary’s County Government is an Equal Opportunity Employer. Qualified applicants are

considered without regard to race, color, creed, religion, gender, national origin, age, marital

status, or the presence of a non-job related medical condition or handicap. Contracted

Instructors are responsible for their conduct at all times and must never engage in

discrimination or harassment. Such behavior will result in the contract being cancelled.

Instructors are NOT permitted to have their minor children in attendance of their programs or

conduct any personal business during class time. Marketing

All leisure programs will be advertised by Recreation and Parks in their quarterly program

guide, on the webpage, by email alerts and various flyers. Instructors may advertise programs

individually at their own cost. This has in the past increased participation numbers.

Advertisements must contain St. Mary’s County Department of Recreation & Parks logo and

name. Advertisements must contain contact information. If instructors choose not to include

their personal contact information they must include the Recreation and Parks phone number

for prospective participants to contact for more information. All advertisements must be approved by the Leisure Coordinator prior to distribution.

Program Refund Policy Recreation programs include, but are not limited to: leisure, aquatics programs, youth and

adult sports, tiny tots, fitness/wellness programs, recreational gymnastics, out of school camps, parents night out, therapeutic and Paralympic programs.

A full refund may be obtained if R&P changes the location, time or date of the program which prohibits attendance, or if the department cancels the program due to insufficient registration.

In the case of medical problems verified by a doctor’s certificate, a full refund may be obtained if a written request is received in writing prior to the start of class. Partial refund may be considered if you must cease participation during the class due to medical problems.

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A refund minus a $10 service charge may be obtained if the request is received in writing (2) working days or more prior to the first class/session.

A refund of 50% of class cost may be obtained if the request is received in writing less than (2) working days prior to the start of the class/session or the registrant attends once class/session reviewed on a case by case basis.

A refund may not be obtained once a class/session/program has started. Any cancellation request received the first day of class or after will not be accepted.

Checking enrollment

It is the instructors responsibility to check if the program has met the minimum registration

requirements.

Instructors can request rosters and/or number of currently enrolled students from the Leisure

Program Coordinator at any time.

Instructors can check online through webtrac to see the total enrolled students for their

program. This is accessed by visiting www.stmarysmd.com/recreate and click on the blue

“Register Here” button.

Decisions regarding cancellation due to lack of meeting the course registration

minimums must be made at least 3 business days prior to the start of the program.

First Day of Class

Have your class roster printed and with you at every class.

Obtain all emergency phone numbers from participants that are not on rosters.

Have signs made to indicate location of class inside school posted at front entrance of

building OR be at the front waiting for students. Signs will be provided upon request.

Course Scheduling

Course submission deadlines are as follows: (Any changes after these dates may not be

published in the program guide.)

Season Program is Offered Deadline to Coordinator Summer: June-August End of March Fall: September-December Early July Winter: January-March End of October Spring: April-June Early January

Evaluations

In order to provide the best programs possible, we ask each participant or parent to complete a

program evaluation form. Instructors are required to have students complete a course

evaluation form for the seasons in which the class was offered.

Online surveys are available for customers at: http://www.stmarysmd.com/recreate/survey

Class Cancellations-Inclement Weather

The Standard Operating Procedure in place states a decision will be made for weekday classes by 3:00 p.m. or earlier and on weekends no later than 7:00 a.m. The cancellation announcements:

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o R&P Cancellation Line at 301-475-4200 ext. 71840

o www. stmarysmd.com /emergency/rpannounce

o Facebook page: www.facebook.com/stmarysmdrecreation

Instructors are responsible for informing participants of this policy on the first day of class.

Classes held in the public schools are cancelled if the school is closed for any inclement

weather reason or others, such as no water or electricity. THIS INCLUDES THE

LEONARDTOWN ANNEX BUILDING!!!

Programs held in Recreation and Parks buildings WILL NOT be automatically canceled.

Instructors are to follow the above policy. Locations of cancellations in these facilities will be

specifically stated in the cancellation announcement.

Programs held in the instructor’s facilities will follow the instructors policy. POLICIES MUST

be shared with the Department in order to provide excellent customer service. Please inform

Leisure Program Coordinator of this policy ASAP. Instructors must inform students of these

policies in writing on the first day of class.

Recreation and Parks suggests that all instructors sign up for the e-newsletter online at

www.stmarysmd.com/recreate/survey to receive weather announcements. Instructor Cancellation

For any reason an instructor must cancel a class, instructors are responsible for calling all

participants and informing them, as well as calling the Leisure Coordinator.

If the Coordinator is unavailable, the instructor should call the support staff in the main office

@301-475-4200 x1800. Instructors are also responsible for scheduling make up classes with

the Leisure Coordinator Facility Use

Classes operate in various facilities that include: fourteen elementary schools, four middle

schools, and two high schools. Programs also take place at the Chancellors Run Regional

Park, Wiecks Park, Carver Recreation Center, the Governmental Center grounds, Leonard

Hall Recreation Center, the St. Mary’s County Fairgrounds, the Gymnastics Center in

Lexington Park and instructors private facilities.

Instructors are responsible for setting up their classrooms and returning the facility at the

conclusion of the program to the state they found it.

Instructors are to report any facility concerns to the facility staff the day the concern is found

and the following business day to the Leisure Programs Coordinator.

Emergencies

Building Emergencies-During the event of a fire or other threatening event, please evacuate

participants from the building. Once outside take attendance to account for all participants. If

not allowed to return to the building, please inform students of a make-up day to be

scheduled.

Participant Emergencies- In the event of injury, if warranted call 911. A full incident report will

then need to be completed. A copy is included in this document. Include as much detail as

possible and witnesses names and phone numbers. Submit this information to the Leisure

Program Coordinator the next business day.

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Common Questions & Answers

1. What do I do if someone shows up to class the first night and is not registered?

If non registered, potential participants show up to the first class, instructors may allow them

participate in this ONE introductory class. Instructors must notify the participant to continue with the

program they must register through Recreation and Parks prior to the next class session and bring

their receipt with them to class. Instructors may request an updated roster to verify registration at

anytime. CLASS INSTRUCTORS ARE NOT TO ACCEPT MONEY AND REGISTRATIONS AT

CLASS, they are to direct the citizen to the main office. NOTE: if a class is at its max, we must turn

away walk-ins.

2. I received a Purchase Order in the mail from the procurement office, what am I

supposed to do with it?

Purchase Orders are simply notification from the finance department that funds have been set aside

or “encumbered” to pay against your contract. The amount shown does not indicate the amount to be

invoiced. Instructors are not required to follow up with any action upon the receipt of a Purchase

Order in the mail.

3. My schedule changed and it will affect my ability to teach the scheduled program.

Although it is discouraged to cancel or modified advertised programs, if circumstances arise that

make it mandatory, programs will be changed online and prospective students will be informed

when they try to register. These types of changes need to be for emergency or unavailable

situations such as military duty.

4. I am not available to teach every season of the year.

The biggest benefit to becoming a contracted instructor with Recreation and Parks is that your

classes are offered as your time allows. Many instructors take a season off to take care of personal

business or travel for their full times jobs. Recreation and Parks requests instructors inform the

Leisure Program Coordinator of their availability at the time class schedules are due. Prior notification

is a must to ensure we provide choices to our citizens.

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PROSPECTIVE INSTRUCTOR SURVEY

Name: Date:

Business/Organization:

Address:

Phone: Phone #2:

Email Address:

Course Title:

Course Description:

Learning Outcomes:

Number of Sessions: __________(weeks) Day & Time:

Type of Facility: Age of Participants:

Supplies: Min & Max # of Participants:

Additional Notes or Needs:

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SAMPLE COURSE EVALUATION FORM

Program Title:

Session Dates: Would you attend again? ___ Yes ____ No

What did you like most about the class?:

Was there anything unsatisfactory about the class?:

Any changes you’d suggest to improve the class?:

How did you hear about this program?:

Would you participate in a continuation of this class: ___ Yes ___ No

If yes, what day? Will you recommend to others?:

What other classes and programs would you like to see offered?:

Evaluations are available online at www.stmarysmd.com/recreate/survey. Please see the Leisure Coordinator for the appropriate link to the survey for your programs. This link will be emailed to all participants to complete at the end of each program.

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INCIDENT/ ACCIDENT REPORT

Please Print

Location: ______________________________ Program:__________________________________

Name of Person: ____________________________________ DOB: _____________________

Address: _________________________________________________________________________

Cell Phone: __________________ Email: ___________________________________________

Time of day accident occurred: _______________ AM / PM Date: ______________________

Witness: 1) Name __________________________________ Phone: ____________________

2) Name __________________________________ Phone: ____________________

Nature of Injury _________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

How did accident occur? __________________________________________________________

______________________________________________________________________________

First Aid administered by: ____________________________________

Was the Program Coordinator notified? Yes ( ) No ( )

Were Emergency Personnel notified? Yes ( ) No ( )

Is there a hazard that should be removed? ___________________________________________

Name of person making report: _____________________________ Date: _________________

Supervisor's Signature ______________________________________Date: _________________

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