Sponsoring Program
Procedures Handbook
Iowa Association for the
Education of Young Children
5525 Meredith Drive, Suite F
Des Moines, IA 50310
515-331-8000 1-800-469-2392
www.iowaaeyc.org
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Iowa Association for the Education of Young Children Please read the following information carefully. It is very important in understanding theT.E.A.C.H. Early Childhood® IOWA Scholarship
Dear Program Director/Administrator,
Congratulations on sponsoring an employee for a T.E.A.C.H. Scholarship! We are excited that you have agreed to support your staff’s professional development as they continue to work in your program. We have created this handbook to give you the procedures and information you will need during your participation in the program. Please carefully read this handbook so you will have a clear understanding of T.E.A.C.H. and what is expected of you as a T.E.A.C.H. sponsoring program. We have divided the handbook into specific sections to provide you with information on how the program works. We have shaded areas that are of special interest to sponsoring programs.
Feel free to contact us with any questions or concerns you may have. We are here to serve you and advocate for you.
Sincerely,
Barb Merrill
Barb Merrill
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Iowa Association for the Education of Young ChildrenT
ABLE OFC
ONTENTST.E.A.C.H. Next Steps for Supervisors: ... 5
Release Time Tips and Details ... 6
Scholarship Overview: ... 7
History: ... 7
Administering Agency: ... 7
Counseling Specialist’s Role: ... 7
Sponsoring Program’s Role at a Glance: ... 7
Confidentiality: ... 7
Funding: ... 7
Eligibility for T.E.A.C.H.:……… ... …8
Applying for a T.E.A.C.H. Scholarship: ... 8
Making T.E.A.C.H. Work for Your Program: ... 9
Benefits to Your Program by Having Employees on T.E.A.C.H.: ... 9
Choosing the Right Staff to Participate in T.E.A.C.H.: ... 9
Choosing A Model: ... 10
For Center/School Based Programs: ... 10
Developing Program Policies: ... 10
Applying to a College or University: ... 11
Starting with T.E.A.C.H.—Reimbursement Forms and Procedures: ... 11
Registering for Classes: ... 11
Tuition Payment: ... 12
Adding, Dropping, or Withdrawing from a Class: ... 12
Books: ... 12
Travel/Internet Stipend: ... 13
Release Time: ... 13
Shortened Terms: ... 13
Form & Grade Deadlines ... 14
Grades: ... 14
Student Teaching: ... 14
Tax Information: ... 14
Contract Information: ... 15
Requirements and Eligibility: ... 15
Compensation: ... 15
Bonus Payments: ... 15
Raise Payments: ... 15
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Iowa Association for the Education of Young ChildrenLeave program by own choice: ... 16
Take a break from college: ... 16
Laid off: ... 16
Employer changes: ... 16
Renewing the Contract: ... 16
Graduating: ... 17
Switching from Associate to Bachelor Contract: ... 17
CDA Assessment Procedures: ... 17
Paperwork Reminders: ... 18
Semester Reminders for Sponsoring Programs: ... 18
Semester Reminders for Participants: ... 18
Yearly Reminders: ... 18
Importance of Advocacy: ... 19
Contact Information: ... 19
Contacting the Counseling Specialists: ... 19
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Iowa Association for the Education of Young ChildrenT.E.A.C.H.
N
EXTS
TEPS FORS
UPERVISORSWelcome to T.E.A.C.H.! Thank you for supporting your employee on their higher education journey. This document provides an overview of steps to complete after your employee has been accepted to the T.E.A.C.H. program, and during each semester your employee participates in T.E.A.C.H. Everything listed here and more can be found in the handbook.
1. After your employee has been approved for a scholarship, you’ll need to sign and return the contract. 2. Make a plan for release time:
You have the entire semester to give the release time, regardless of the length of the class: o Fall: August 15 - December 31
o Spring: January 1 - May 15 o Summer: May 15 - August 15
The number of credits taken may change each semester, so be sure to check in with your employee and/or T.E.A.C.H. counselor to make a plan at the beginning of each semester.
Release time documentation (Form C) is due 30 days following the end of the semester.
See reverse for release time tips and additional information.
3. Billing/Reimbursement:
T.E.A.C.H. will pay tuition, in full, directly to the college or university. (At 4-year schools, we pay the public undergraduate university rate and the student pays the difference, directly, on their own.)
Your program can expect a bill or reimbursement check after the 15th of the month following the end of the semester (i.e. January 15, June 15, September 15).
o T.E.A.C.H. will bill you for your portion of tuition and books and credit you for release time.
o The process is the same for participants. Programs and participants never exchange money related to the T.E.A.C.H. scholarship. Programs never pay money directly to the college.
o NOTE: Any claim forms that are not turned into us within 30 days after the end of the semester may not be reimbursed.
4. At the end of the contract:
Provide a raise or bonus if applicable. T.E.A.C.H. will send you a letter as a reminder.
Sign a new contract if you plan to continue to support your employee on a T.E.A.C.H. scholarship.
Send updated wage information to T.E.A.C.H. Number of credits T.E.A.C.H. is supporting for
your employee per semester
Total # of hours of release time
1 16
2 32
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Iowa Association for the Education of Young ChildrenR
ELEASET
IMET
IPS ANDD
ETAILSRelease time is a required component of the contract. It is meant to acknowledge the time commitment the participant is making to their education and to your program. Forfeiting release time could cause the participant’s contract not to be renewed. Contact your Counseling Specialist if you are having any problems giving release time.
Most participants attend classes at night, on weekends, or online. It is not required that their release time be used to attend daytime classes.
When you and the participant sign the Form C, you are confirming that the information is accurate.
When NOT to give release time:
Part-day preschool contracts and directors are not eligible for release time.
Participants are also not eligible for release time for summer semester if your program is not open during the summer semester.
Directors and assistant directors are not eligible for release time unless 50% or more of their time is spent working directly with children.
When can Release Time be given? No release time is available when a program is closed (ex: programs that are
closed during the summer). Release time can be given anytime during the semester that a course is taken, even if it is a fast track or short course that does not span the whole semester. Spring semester is Jan. 1-May 15; Summer is May 15-Aug. 15; Fall is Aug. 15-Dec. 15th. (Some schools offer a Winter term, which is Nov. 15- Feb. 15).
What are some ways to give Release Time? Participants should meet with their directors/supervisors before the
semester starts to discuss when and how to take release time. The hours need to be documented on the Form C (Center Staff Release Time Reimbursement Claim) and can be completed by the director/supervisor or the teacher.
Suggestions:
Allow the teacher to come in late or leave early during the week, while ratios are lower
Pay for lunch breaks that are normally unpaid
Add time to their personal/sick leave
Pay for holidays that are normally unpaid
Give small increments of time throughout the week rather than large chunks
If staff have a scheduled afternoon or day off, it might be possible to pay them for this time
A substitute could be hired specifically to cover T.E.A.C.H. participants. This usually works best for programs that sponsor T.E.A.C.H. contracts for several employees.
T.E.A.C.H. participants could be allowed to bank their leave time and take off a whole day before a major test, or they could be given half days off so it would be easier to bring in a substitute.
How does Release Time work for Student Teaching? If the teacher does not work in the sponsoring program
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Iowa Association for the Education of Young ChildrenS
CHOLARSHIPO
VERVIEWHistory:
The T.E.A.C.H. (Teacher Education And Compensation Helps) Early Childhood® Project was created by Child Care Services Association and started in North Carolina in 1990. It was created to increase the level of education of teachers working with children age birth to five, while making college education affordable, decreasing turnover, and increasing wages.
Over the past several years, the program has received national attention due to linking teacher education and compensation. The Project has expanded to over 20 states. Every state receives one license, to offer T.E.A.C.H. Iowa has held a T.E.A.C.H. license since 2003. We have a variety of contracts to help early care and education providers work toward or renew a Child Development Associate credential (CDA), an Early Childhood Education (ECE) associate degree, a bachelor degree, an early childhood endorsement, and renew a teaching license. Administering Agency:
Iowa Association for the Education of Young Children (Iowa AEYC) holds the Iowa license for T.E.A.C.H. Iowa AEYC is a statewide, nonprofit organization dedicated to improving the well-being of all young children, with focus on the quality of education and developmental services for those age birth through age eight. As an affiliate of the National Association for the Education of Young Children, Iowa AEYC draws on their leadership, resources, and knowledge to better serve our members and the state. Membership is open to all individuals who share a desire to serve and act on behalf of the needs and rights of all young children. To learn more, visit our website, www.iowaaeyc.org, call 1-800-469-3292 or 515-331-8000, or email [email protected].
Counseling Specialist’s Role:
Our T.E.A.C.H. Counseling Specialists have a minimum of a bachelor degree in ECE or a related field and a variety of experience in the ECE field. Counseling Specialists provide college and scholarship counseling to T.E.A.C.H. participants and sponsoring programs. They process scholarship paperwork and communicate with participating colleges and universities. Counseling Specialists are available to assist you when you have questions regarding your scholarship.
Sponsoring Program’s Role:
Pay for percentage of tuition and books for participant (varies by type of contract)
Give Release Time (varies by number of credits and type of contract).
Provide Compensation in form of raise or bonus (varies by type of contract). Confidentiality:
Iowa AEYC agrees to respect and maintain confidentiality of all personal information from (i.e. wages, ID numbers, personal data, etc.). We keep all confidential information in a secure place. Iowa AEYC will not sell your personal information.
Funding:
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Iowa Association for the Education of Young Children T.E.A.C.H. Early Childhood® IOWA is a successful strategy supporting the result areas of Early Childhood Iowa.E
LIGIBILITY FORT.E.A.C.H.
To be eligible for a scholarship an applicant must:
work in a regulated preschool, child care center, or home program for at least 30 hours per week (or full time for the hours their preschool offers programming)
work with children birth to age 5 in their current program
be working toward an early childhood degree, credential, or endorsement at an Iowa college (or would like to be)
have the support of their employer (if applicable) and provide proof of participation or willingness to participate in a quality initiative such as QRS, QPPS, Head Start, or NAEYC/NAFCC accreditation
for the associate scholarship, have worked in their current setting at least 90 days
for the bachelor scholarship, have worked in their current setting at least 6 months and have at least 60 college credits already completed on a T.E.A.C.H. associate’s contract, or from previous education Note: For licensure renewal scholarship, applicants must be within one year of current license expiration date, take six college credits for renewal, and already hold an early childhood bachelor degree or early childhood endorsement to a teaching license.
A
PPLYING FOR AT.E.A.C.H.
S
CHOLARSHIPWe have scholarships to help with college coursework in early childhood for: CDA credential and/or renewal, college diploma, one class model, associate degree, bachelor degree, early childhood endorsement, and teacher licensure renewal.
To obtain an application, applicants can go to the Iowa AEYC website, http://www.iowaaeyc.org/teach.cfm, email [email protected] or call 800-469-2392 or 515-331-8000. Applicants must complete the application and include:
Copy of DHS license or registration certificate (unless regulated by the Department of Education)
Copy of QRS certificate (if applicable)
Copy of NAEYC/NAFCC accreditation (if applicable)
Income verification (current paycheck stub, Schedule C, etc.)
Financial aid (FAFSA) proof of application (not applicable to CDA assessment or licensure renewal) o They must apply for financial aid using FAFSA, which they can complete at www.fafsa.ed.gov. o They never have to pay for a FAFSA to be processed!
o We need proof they have applied, and the results after they receive them. If the applicant receives a grant, it will be applied to tuition first.
o If they are awarded student loans, we discourage them from taking them. Keep in mind that we cannot help pay back student loans when they become due.
Copy of prior college transcript (unofficial copies accepted)
Sign the participation agreement in the application o Completed participation agreement statement
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Iowa Association for the Education of Young ChildrenM
AKINGT.E.A.C.H.
W
ORK FORY
OURP
ROGRAMBenefits to Your Program by Having Employees on T.E.A.C.H.:
T.E.A.C.H. participants average a much lower turnover rate compared to the rest of the field. Turnover costs, on average, $2,000 each time a teacher is replaced.
It will help your program work toward quality initiatives such as NAEYC accreditation or QRS.
Early childhood courses count toward the required staff training for DHS so you will have lower training costs.
Your staff on T.E.A.C.H. will be committed to staying a minimum of two years (longer if contracts are renewed).
Educated teachers provide higher quality care.
Educated teachers are likely to share what they have learned with co-workers and parents.
High quality early childhood education will result in happier staff, children, and parents in your program.
Your program will be reimbursed a portion of the expense for giving teachers paid time off.
Your program’s cost of tuition and books may be offset by your release time
reimbursements/financial aid to the student, making your out-of-pocket expenses little to nothing. Choosing the Right Staff to Participate in T.E.A.C.H.:
We want your staff and program to be successful on the T.E.A.C.H. scholarship. Here are some things to consider when choosing an employee to sponsor. Remember, these are only suggestions, and you may have other reasons for wanting a teacher to be part of T.E.A.C.H. It is our experience that with success in higher education, many childcare teachers quickly become more professional in their jobs and their outlook towards their careers in our profession.
Do you want or need this employee to earn a degree or CDA because of Head Start standards, NAEYC accreditation, state voluntary preschool program, the Quality Rating System, or another
standard/initiative?
Does your program want a commitment of two or more years of employment from this person?
Does the employee have time and energy to commit to college?
Has the employee completed all mandatory minimum licensing training?
Does the employee have good work habits (reliable attendance, punctual, positive attitude, etc.)?
Does the employee demonstrate appropriate attitude for a career in this field?
o Is the employee warm, friendly, and affectionate with the children in his/her care? o Does he/she encourage independence?
Does the employee demonstrate appropriate attitude and skills with parents (listen to concerns, maintain confidentiality, etc.)?
Does the employee demonstrate good attitude and skills with co-workers (respectful, assume a fair share of work, share ideas and materials with coworkers)?
Does he/she seek improvement by participating in workshops, classes, or groups?
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Iowa Association for the Education of Young ChildrenC
HOOSING AM
ODELT.E.A.C.H. offers several models or options for participating programs. The last three pages of the T.E.A.C.H. Scholarship application http://www.iowaaeyc.org/teach.cfm show all of the choices. We recommend that you speak with a T.E.A.C.H. Counseling Specialist about these choices. We would be happy to walk you through the application process.
There are three main types of models: Raise, Bonus or Plus (+). For Center/School Based Programs:
If you choose a Raise model, the program would give a minimum of a 4% raise, beyond any raise that everyone at the program might receive, upon contract completion. The program would pay 10% of tuition and books on this model. This option spreads the expense over a long period of time.
If you choose a Bonus model, T.E.A.C.H. would give the first half of the bonus when a contract is completed, and the program would give a second bonus six months later. The program would pay a larger percentage for tuition and books on this model.
If your program cannot pay anything toward the raise or bonus, there is a Plus (+) model option. T.E.A.C.H. gives both bonuses when a contract is completed, but the program pays a larger portion of tuition and books. It is common for Head Start programs and school districts to choose this option.
Pell or other grants are applied first for tuition and books. Sometimes the program has no tuition and/or book costs if the student receives full Pell or other grants.
Note: All full-time teaching staff and child development home providers are eligible for release time or paid time off, depending on how many credits they are taking. Directors and part day models do not receive release time. Developing Program Policies:
Your program may want to develop a sponsorship plan for the T.E.A.C.H. Scholarship employees. Here are some things to consider:
How many employees can be on T.E.A.C.H. at one time (this could increase over time and may depend on financial aid received.) You might want to start with one or two people the first semester that your program participates so that you can grow your involvement with T.E.A.C.H. over time.
Decide how to choose the employees supported on T.E.A.C.H., if more than the allowed number are interested.
Consider a policy for an employee who leaves your program before fulfilling their T.E.A.C.H.
commitment. Will you come up with your own contract to reimburse the program for costs incurred, if applicable? (The T.E.A.C.H. contract only requires the scholarship participant to pay for costs incurred by T.E.A.C.H.)
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Iowa Association for the Education of Young ChildrenC
ONTRACTR
EQUIREMENTSAs the sponsoring program, you agree to pay a percentage of the tuition and books of the participant each semester. You will also give release time, if applicable, and pay a raise or bonus at the completion of a contract, if applicable. See more information on release time and raises/bonuses later in this handbook.
A
PPLYING TO AC
OLLEGE ORU
NIVERSITYParticipants need to choose an accredited college or university in Iowa. See our website at
http://www.iowaaeyc.org/college-resource-directory.cfm for the College Resource Directory to find more information about Iowa’s choices for ECE programs. Participants must apply to the college or university of their choice by contacting their admissions office. T.E.A.C.H. does not reimburse application or admission fees. If participants have previous college experience, they should send their transcripts to the college to determine what credits will transfer. (It is a good idea to secure this in writing.) If in need of general education
requirements, we recommend an associate level scholarship before moving on to the bachelor scholarship, due to cost. T.E.A.C.H. can only support tuition at the undergraduate public university rate. If participants choose a private college, they will have to pay the additional cost themselves or through other forms of financial aid. The sponsoring program is not responsible for any of this additional cost.
S
TARTING WITHT.E.A.C.H.—R
EIMBURSEMENTF
ORMS ANDP
ROCEDURESWhen you sign the contract, please read it carefully so that you understand all of your program’s
responsibilities. Remember that your staff member is making a long-term commitment to your program. It is legally binding, so do not sign it unless you understand the requirements and you intend to honor the contract in full. The applicant will return the contract with the required signatures. This contract is effective for 12 months. The contract is not in effect until signed by the T.E.A.C.H. Program Manager/coordinator. We will send you and the participant a copy of the contract after it is signed by all parties.
Registering for Classes:
Before a participant can register for classes, they must submit a Semester Course Registration Form (Form R) (see Appendix or obtain forms from our website) that has the official number and name of the classes, and the number of credits for each class. This information can be sent via email, fax, phone, or mail it to their Counseling Specialist before the semester starts. (Example: ECE 103, Intro to Early Childhood Education, 3 credits.)
Their Counseling Specialist must approve the classes, and notify them about course approval. Participants should let us know immediately if they have any class changes after registration. T.E.A.C.H. will only pay for each class once.
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Iowa Association for the Education of Young Children The contract states the number of credits that T.E.A.C.H. will pay for during the 12-month contract. Participants will not be allowed to go over the maximum number of credits without prior permission from you (if applicable) and the T.E.A.C.H. Program Manager/Coordinator; over credit approval is never guaranteed. Prior grades will factor into this decision, as well as availability of funding.Tuition Payment:
After T.E.A.C.H. receives the contract and approves the Form R, a Charge Approval is sent to the college or university stating that T.E.A.C.H. will pay the tuition for the T.E.A.C.H. approved classes. (If participants are on a bachelor scholarship, T.E.A.C.H. will only pay the undergraduate public university rate per credit and participants will be billed privately for the difference.)
The college or university will send T.E.A.C.H. a bill. Although T.E.A.C.H. pays the bill for the approved
coursework, applicants and sponsoring programs are still responsible for a percentage of the tuition, based on the contract. Sponsoring programs and participants do not pay the college directly for tuition. Our database will compute the balance, and T.E.A.C.H. will send you a reimbursement check or bill at the end of each semester. If your program gives release time, T.E.A.C.H. will wait to process your program’s check or bill until after we have received the Release Time Form (Form C) (see Appendix). If your program receives a bill, payment is expected by the due date shown on the invoice.
Adding, Dropping, or Withdrawing from a Class:
Participants must notify their Counseling Specialist if they plan to add, drop, or withdraw from a class at any time during the semester. If you know that the participant is no longer taking college coursework, you can also let us know. Applicants must drop a class before the college’s financial drop date to avoid tuition charges. If classes are not dropped in time, tuition will still be charged to T.E.A.C.H., the participant and the sponsoring program. Financial drop date differs from academic drop date. Some colleges incur charges of any classes attended.
If a participant fails to drop or withdraw from a class before tuition is charged, or they fail a class, they have two options:
1. Retake the class or equivalent, at their own expense, as soon as the class is offered again.
2. Pay T.E.A.C.H. for the costs of the class and reimbursements so T.E.A.C.H. can pay for the class when retaken. Release time is given once per class.
The participant must successfully complete a minimum of 9 credit hours to be eligible for compensation. Failed classes do not count toward fulfillment of the 9 minimum credit hours per contract.
Books:
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Iowa Association for the Education of Young Children If a participant’s books are fully covered by Pell, T.E.A.C.H. still needs their form B/BC, but they can simply note that Pell covered books. We would still like the books itemized and cost for our records. Even when no books are purchased, a Form B must be sent each semester participants attend class.Travel/Internet Stipend:
Once T.E.A.C.H. has received and paid the college tuition bill and received the Form B with copies of receipts, we will process the participant’s semester reimbursement or bill. Participants are eligible for the $100
travel/Internet stipend each semester that they are registered for class. No documentation required to receive the stipend, beyond the form B/BC.
Release Time:
For each semester credit in which a participant enrolls, they are eligible for 16 hours of release time during that semester. This time is to attend class or to study. Release time will max out at 3 credit hours per semester for contracts beginning Spring, 2015. Ideally, participants will take a portion of this time weekly, but it needs to be agreed upon with you.
Sponsoring programs are reimbursed for a portion of this cost when they submit the Center Staff Release Time Claim Reimbursement Form (Form C) (see Appendix), at the end of the semester. The sponsoring program will be billed for tuition/books after T.E.A.C.H. receives the Form C.
When you and the participant sign the Form C, you are confirming that the information is accurate. Do not sign and send if it is not accurate. Wait to send the Form C after all release time is given. Let the Counseling Specialist know if you are having any problems giving the required release time. Release time is a required component of
the contract. Forfeiting release time could cause the participant’s contract not to be renewed.
Options for giving the Release Time:
Let the participant use it for sick time and for holidays if they are not paid
Be taken any time during the semester
Be taken in small increments, when ratios are lower. Participants could leave early or come in later.
Be banked and used in half day or whole day increments
Be paid for lunch breaks Number of credits enrolled per semester
Total hours of release time allowed Release Time reimbursement to the program 1 16 $96 2 32 $192 3 or more 48 $288 Shortened Terms:
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Iowa Association for the Education of Young Children Form & Grade Deadlines:Semester Semester Dates Final date to turn in forms
Spring January 1-May 15 June 15
Summer May 15-August 15 September 15
Fall August 15-December 15 January 15
Grades:
Once participants have finished their semester class or classes, they need to send us a grade report within
30 days. This may be sent by email, fax, mail, or letter, but it needs to be authentic from the college or
university. The participant’s name must be on the grades.
Note: Grades and other required paperwork are required within 30 days after the end of the semester. Grades submitted in a timely manner will ensure T.E.A.C.H.’s ability to continue their scholarship.
Student Teaching:
Participants will need to speak directly to their chosen college or university to learn the college rules for about student teaching. Some colleges might allow students to teach in their current program (if the student has already completed student teaching in the past and there is a supervisor who meets the requirements on-site), but many will not. In addition, even within the same college, expectations differ for different students. If participants do student teaching outside of their current program, they are still able to retain the T.E.A.C.H. contract (even though they will not be working the required number of hours per week in their program). Participants and the program director/administrator need to sign a Student Teaching Form (Form S) (see Appendix) which states that they will remain employed at your program and will be able to return to the program following their student teaching, so they can fulfill their contract year, plus the following year.
T
AXI
NFORMATION:
All participants need to fill out a W9 and should report the taxable funds they receive from T.E.A.C.H.
Participants receiving more than $600 in taxable money in a calendar year will receive a 1099 from T.E.A.C.H.
Taxable items include all bonuses and all travel/Internet stipends.
Non-Taxable items include tuition, book reimbursements, and release time reimbursements to programs. (Program release time is not included because the employer has already deducted taxes.)
There are some expenses that can be deducted on your employee’s taxes as educational expenses. They may claim their personal contribution to their tuition and books in this way.
After a participant completes and submits their taxes each year, we ask that they immediately follow-up with T.E.A.C.H. and re-apply through FAFSA for federal financial aid (Pell grants) for the next school year.
Once the participant receives their determination letter and financial aid eligibility, they should send a copy of this to their Counseling Specialist.
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Iowa Association for the Education of Young ChildrenC
ONTRACTI
NFORMATIONRequirements and Eligibility:
The contract (Form A) must be signed by the participant, the T.E.A.C.H. Program Manager/Coordinator, and by the sponsoring program. This shows that all parties have read, understood, and agree to the terms of the T.E.A.C.H. contract. It outlines the participant’s and your program’s responsibilities for tuition and books. Each semester the participant and the program are responsible for a percentage of the tuition and books. The contract runs for a 12-month period, based on the semester they started with T.E.A.C.H.
Participants must agree to complete a minimum of 9 credits within the contract year, but can take a maximum of 15-20 credits, depending on the contract. It is recommended that they do not take more than 6 credits each semester. If unable to complete the minimum 9 credits in the contract year, participants may be eligible for an extension of a semester if our funding allows. If they choose to go over the maximum number of credits without approval, they will need to pay for these credits on their own
Note: For teacher licensure renewal model, only 6 credits are required for contract completion. For CDA renewal model and the 3 credit model, only 3 credits are required.
All participants must meet their college’s requirements for admission and graduation. T.E.A.C.H. reserves the right to terminate an existing contract and/or discontinue additional contracts for failure to meet these
requirements. Participants failing to meet the graduation requirements of one college may not transfer colleges in order to remain eligible in the T.E.A.C.H. program. Additionally, participants must communicate in a
professional and courteous manner with T.E.A.C.H. and college and university staff and faculty. T.E.A.C.H. reserves the right to discontinue work with participants for any reason.
Compensation:
Upon successful completion of the contract (12 months and at least 9 credits), participants will receive compensation in the form of a bonus or raise, depending on their contract.
Compensation letters will be sent when a contract is completed and all paperwork is submitted (ex: grades, wages, FAFSA). If participants leave the sponsoring program before the commitment year is completed, they forfeit all future bonuses and raise payments, and may be billed for the cost of their T.E.A.C.H. scholarship. The sponsoring program will be reimbursed for release time that was incurred before the participant left the program. If a participant is terminated or laid off, they will not be billed.
Bonus Payments:
Bonuses are usually given in two installments from T.E.A.C.H. or a combination of the sponsoring program and T.E.A.C.H. The first installment of the bonus is paid by T.E.A.C.H. The sponsoring program will be reminded with a letter to pay the second portion of the bonus 6 months later, if applicable. Participants need to give T.E.A.C.H. proof that they have received the bonus from the program with a copy of the check or paystub.
Raise Payments:
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Iowa Association for the Education of Young Children Commitment:After the contract is completed, participants agree to continue employment in their current sponsoring program for an additional 12 months. They must work at least the same number of hours during the contract year and commitment year.
Leave program by own choice:
Participants should notify T.E.A.C.H. if they leave your program by their own choice. If they have a health situation or a spouse who is transferred more than 60 miles away, we will discuss exceptions to our policy. Otherwise, if the contract is broken or the commitment year is not completed, T.E.A.C.H. will bill them for the cost of any contract years that are not completed. This bill will reflect not only what we paid to them, but also what we paid the college and your program on their behalf. The sponsoring program may expect the participant to reimburse some additional funds, but this is not part of the T.E.A.C.H. contract.
Take a break from college:
If participants need to take a break from college and are still employed in your program, their contract will be considered withdrawn. They will need to be re-accepted into T.E.A.C.H. to start a future contract. They may need to repay T.E.A.C.H. for costs incurred from their earlier contract, depending on the circumstances.
Laid off:
If participants are laid off for reasons outside their control, we cannot continue to support them on a scholarship. They may finish their current semester, but need to be employed in another program that is willing to sign a T.E.A.C.H. contract before the next semester begins, in order to continue with our support.
Employer changes:
If their employer changes through no choice of their own (ex: the program is bought by a different agency), please let us know right away. The new employer will need to agree to the terms of the original contract or sign a new contract. If the employer does not agree to a contract, the participant would need to drop from T.E.A.C.H. but they would not be billed.
Renewing the Contract:
17
Iowa Association for the Education of Young Children Graduating:If participants receive a CDA, diploma, an associate degree, bachelor degree, or an ECE endorsement, we ask them to send us a copy of their diploma, transcript or license that proves they received it. We will announce their achievement in our newsletter. We will send those who have graduated with an associate or bachelor degree a special gift from Iowa AEYC.
Switching from Associate to Bachelor Contract:
If participants are currently on an associate contract, they must first complete their associate contract (12 months and at least 9 credits) before they switch to a bachelor contract. They must have a minimum of 60 college credits in order to be eligible for the bachelor scholarship. Participants must take classes at the
community college that will transfer to the 4-year school of their choice, before starting the bachelor contact. Upon starting a 4-year program they must submit a course outline so that we can monitor their classes.
CDA
A
SSESSMENTP
ROCEDURES:
We encourage participants to obtain a CDA credential while working towards their degree. Talk with a Counseling Specialist or visit our website to find out more about this option.
To apply for a CDA Assessment Scholarship:
1. Complete and send a T.E.A.C.H. application and contract. If they have a current associate or bachelor contract with us, they will not need to fill out an additional T.E.A.C.H. application.
2. Send the paperwork and all of the items required for applying for the credential to T.E.A.C.H. Do not
apply for your CDA online.
a. Proof of Education
b. $65 copay (from participant, not program) To earn the credential:
1. Participants must have at least 120 clock hours of training (minimum of 8 ECE college credits or 120 hours of community-based training or a combination)
2. Have 480 hours of fieldwork 3. Professional Portfolio
4. Family questionnaires completed and correctly noted on your application to the Council for Professional Recognition (the Council)
18
Iowa Association for the Education of Young ChildrenP
APERWORKR
EMINDERS:
Semester Reminders for Sponsoring Programs:
Participants working over 30 hours a week are eligible for release time with the exception of directors and part day preschool contracts. The participant and the sponsoring program representative must sign and return the completed Form C within 30 days following the end of the semester. We reserve the right not to pay the sponsoring program for release time that arrives more than 30 days after the semester ends.
The sponsoring program will receive a check or an invoice at the end of each semester, based on the amount of release time submitted and the program’s portion of tuition and book costs for all program sponsored T.E.A.C.H. participants. When submitting payment, please include the invoice with your payment to receive proper credit. Semester Reminders for Participants:
1. Participants submit their Form R information (course number, title, and number of credits) by phone, fax, mail, or email before they register for college classes. They need pre-approval from their
Counseling Specialist before T.E.A.C.H. can agree to pay for their classes. They cannot exceed the
number of credits allowed by their contract.
2. Participants send their Form B with copies of their itemized book receipts/cash register receipts during the first half of the semester or term. If their college or university has more than 1 term per semester, they send the Form B and copies of receipts as soon as they have purchased all books for the semester. Note: If participants or programs do not cash their checks within 6 months, the checks will be voided and not reissued. Un-cashed checks are assumed to be donations to our project.
3. When participants finish their classes, they should check their college’s website for their grades and send us a grade report from their college.
4. If participants are eligible for release time, they should send us their completed Form C within 30 days following the end of the semester. We reserve the right not to pay for release time that arrives more than 30 days after the semester ends. The sponsoring program director or representative must also sign the Form C. Refer to the table below for due dates for paperwork each semester.
Semester Final date to turn in forms
Spring June 15
Summer September 15
Fall January 15
Note: You can find all of our forms on our website at www.iowaaeyc.org. Yearly Reminders:
1. Participants need to reapply for FAFSA each school year and submit the results to their Counseling Specialist. The best time to do this is in the spring, as soon as they complete their federal income taxes. 2. When they complete each contract, they will receive a Form U with their compensation paperwork.
They should send this back with proof of income (a copy of a paystub or letter from the program director or administrator which states an hourly wage and the number of hours per week they work) AFTER they receive their compensation.
19
Iowa Association for the Education of Young ChildrenI
MPORTANCE OFA
DVOCACY:
On occasion, we may contact you to share your story with one of our state partners, funders, or legislators. Please take the opportunity to share how T.E.A.C.H. has helped your program, your staff, and the children in your care.
Ways to support staff who are on T.E.A.C.H.:
Acknowledge their educational achievements or milestones (Dean’s List, Completed credential or degree, etc.)
Ask the teacher to share ideas from a class at a staff meeting.
Announce the teacher’s scholarship award at a staff or parent meeting, a note home to parents, at a board meeting, etc.
Ask staff how their classes are going and if they need any help.
Help parents understand the benefits of education for the staff and the children in their care.
C
ONTACTI
NFORMATION:
Iowa Association for the Education of Young Children 5525 Meredith Drive, Suite F; Des Moines, IA 50310
Phone (515) 331-8000 Toll Free (800) 469-2392 Fax: (515) 331-8995
See our website at www.iowaaeyc.org for more information, applications, paperwork, and forms. Contacting the Counseling Specialists:
We encourage program directors or administrators to contact us when you have any questions about the scholarship or ways to make it work for your program. We especially want to hear from you:
When your T.E.A.C.H. participant is considering changing jobs or is no longer employed in your program before the end of their contract and/or commitment period.
When your program has achieved national accreditation or received a level on the QRS. When the number of hours worked by your staff changes.
20
Iowa Association for the Education of Young ChildrenA
PPENDIX:
Map of 2- and 4-Year Colleges (with Early Childhood Education Programs) in Iowa FAFSA Information Form
Form R—Semester Registration Form Form U—Information Update Form
Form B—Center/Preschool Staff Tuition/Book Reimbursement Form Form C—Center Staff Release Time Claim Form
www.fafsa.ed.gov
Free Application for Federal Student Aid or FAFSA, part of the U.S.
Department of Education, allows you to apply for federal aid online. Below
is a list of time saving suggestions that will help you apply for federal
student aid online. All T.E.A.C.H. IOWA applicants are required to complete
this application annually. If you cannot complete this application online, go
to the college financial aid office or your public library to get the paperwork
to do by mail. You must complete a new FAFSA for each new school
year.
Before Beginning a FAFSA Overview
Time Saving Suggestions
Get documents you need
Start with your Social Security Number, driver's license, income tax return,
bank statements and investment records.
Print a FAFSA on the Web Worksheet
See a preview of the questions; dependent students can use it to help parents
write in info at their convenience.
Establish your eligibility
Citizens, non-citizens; with high school diploma or GED; states may use your
FAFSA to award additional aid from their programs.
Note important deadlines
To meet the Federal Student Aid deadline:
• Apply as early as possible beginning January 1
stof each year
• Your college may have its own deadline for submitting the FAFSA form.
Contact your college for exact deadline dates.
Semester Course Registration Form
T.E.A.C.H. IOWA Scholarship Recipient Name ___________________________________________________ School __________________________________________________________________________________ Semester/Year ____________________________________________________________________________ T.E.A.C.H. Counselor ______________________________________________________________________ T.E.A.C.H. IOWA will support tuition and books for a minimum of 9 and a maximum of 15 – 20 credits (depending on your contract) per year. Please look at your contract for your maximum.
Courses I plan to take this semester include:
Course Number Course Title Number of
Credits
Sample: ABC 123 College Success 3
Signature_____________________________________________________ Date ________________________________________________________
Charging tuition to T.E.A.C.H. Early Childhood® IOWA
You must already be approved for a scholarship and have an active signed contract on file with T.E.A.C.H. before T.E.A.C.H. will issue charge approvals for your tuition.
You must contact T.E.A.C.H. each semester before registration to be sure the courses you’d like to register for are authorized by your counselor; we suggest at least one week before you register.
Give your T.E.A.C.H. counselor the course numbers, titles, and the number of credit hours for each course that you wish to take. This may be done by phone, email, or submitting this form.
After your T.E.A.C.H. counselor notifies you that your courses have been approved you may register at the college. We will notify the college, giving permission for your tuition to be charged to T.E.A.C.H.
Please return this information by mail or fax to:
T.E.A.C.H. Early Childhood® IOWA
Iowa Association for the Education of Young Children 5525 Meredith Drive, Suite F Des Moines, IA 50310
Ph: 515-331-8000 Fax: 515-331-8995 FOR OFFICE USE ONLY:
Return form to: T.E.A.C.H. Early Childhood® IOWA
Iowa Association for the Education of Young Children 5525 Meredith Drive, Suite F Des Moines, IA 50130
Phone: 515-331-8000 Fax: 515-331-8995 Updated 2012/05/29
INFORMATION UPDATE FORM
Recipient Information: This section is to be completed by the scholarship recipient.
Name: ________________________________________ Indicate Changes: _______________________________ Address: ______________________________________ ______________________________________________ ______________________________________________ ______________________________________________ Email Address: _________________________________ ______________________________________________ Home Phone: __________________________________ ______________________________________________ Cell Phone: ____________________________________ ______________________________________________ Family Type: single, no children married, no children single parent married parent
# in family, including self: ________
When do you expect to complete your degree? _________________________________________________________ Hours worked per week: ______ Hourly wage: ______ Position: ______________________________________ Has your position changed in the last 12 months? yes no
Age groups you teach?: 0 1 2 3 4 5 school age administration
Program Information: This section is to be completed by the center director or administrator.
Program Name: ________________________________ License or registration #: _________________________ Administrator/Director Name: ______________________ Administrator/Director Title: _______________________ Check all that apply to your program:
For-profit center Head Start Religious/Church Affiliated
Non-profit center Shared Visions Public School Early Childhood Special Ed. Registered home A B C C1 State-funded universal voluntary preschool site Check all that apply to your T.E.A.C.H. participant’s classroom in which your T.E.A.C.H. participant works: Religious/Church Affiliated Head Start state-funded universal voluntary preschool site Shared Visions Public school early childhood special education
Number of children licensed to care for: _____ Number currently enrolled: _____
Does your program serve state subsidy children? yes no If yes, what % of total enrollment is on state subsidy? _____ Is your program part of Iowa’s Quality Rating System? yes no If yes, provide rating _____
Did your program receive verification from the Dept. of Ed. for meeting the Quality Preschool Program Standards (QPPS)? yes no If yes, date____________
NAEYC or NAFCC Accredited? yes no Other Accreditation? (name) ____________________
Attachments:
__ Pay stub or schedule C to verify hourly wage __ Copy of DHS license/registration
__ Copy of QRS or accreditation certificate (if applicable)
(PLEASE FOLLOW ENCLOSED INSTRUCTIONS) 2013-05-10
Center/Preschool Staff Tuition/Book Reimbursement Claim Form
Recipient Information
Recipient Name: College: Address:
Employing Program: (Center or Preschool) City, State, Zip: T.E.A.C.H. Counselor: Email Address:
Term Attended: SPRING SUMMER FALL
(Circle One) OTHER (Year)
Courses Taken This Semester
Course Number: Course Title: Credit Hours:
Books
If a book was not purchased, rented, or receipts are not available, please circle N/A below. We cannot issue a reimbursement without copies of receipts.Total books amount: $________ (without tax)
Books paid by: (circle one)
Student Program Pell
or other grant
N/A
(No Book Purchased) Book Titles Course Number Price
(without tax)
Recipient Signature: Date ________________________
For Office Use Only:
Funder: __________
Tuition and Fees
Amount: $_________Tuition paid by:
$________
_ $_________ $_________ $_________
Student Program Pell or other grant T.E.A.C.H.
Travel/Internet
You are entitled to a Travel/Internet Stipend of $100 per active semester.
Return with receipts to: T.E.A.C.H. Early Childhood® IOWA
Iowa Association for the Education of Young Children 5525 Meredith Drive, Suite F Des Moines, IA 50310
2013-05-10
Recipient Information
Fill in or review information including: name, address, city, state, zip, email address, college, program (name of center or preschool), and T.E.A.C.H. Counselor.
Circle the term and list the year you are attending school.
Tuition and Fees
List the course number, title, and number of credits for each course you are taking. We suggest you contact your T.E.A.C.H. counselor prior to registration to be sure the courses you’d like to register for are authorized under your scholarship. If you register and pay for courses NOT authorized under your scholarship, you will
not be reimbursed for tuition or books for these courses.
We must have a college statement if you pre-paid tuition and you are requesting a reimbursement from T.E.A.C.H.; this statement should indicate that the tuition has been paid.
Books
If you did not purchase or rent books, circle “N/A - No book purchased”.
Please list full book titles of the books, the course number for which the book was required, and the price for each, without tax.
Include standard shipping charges if applied.
T.E.A.C.H. will not pay for home computers, computer software, or school supplies. Total the price for books, again without tax, and list the amount.
Indicate who paid for the books, the student, the program, or a Pell grant.
Attach a copy of your book receipts, with your name written on it, to the back of this Form B. T.E.A.C.H. will
not reimburse for books without a book receipt.
11/2014
Center Staff Release Time Reimbursement Claim Form
Sponsor Information
Program License #: For: Participant Name:
Program Name: Participant Student ID #
Program Address: College:
Program City, State, Zip: T.E.A.C.H. Counselor:
(You must use a separate claim form sheet for each semester) Term Covered by
this claim: SPRING SUMMER FALL
(Circle One) OTHER (Year)
Total number T.E.A.C.H. supported credits this semester:
Release Time Claimed
Date release time actually given
# of Hours Off
round to the nearest 1/2 hr.
Sample: 10/10/14 2 hrs.
Total hours claimed
Director's/Supervisor’s Signature: T.E.A.C.H. Participant’s Signature: Must be signed by owner or director and participant.
Signatures verify that the release time was given as paid time off for the employee. For Office Use Only
Funder: __________
Please return to: T.E.A.C.H. Early Childhood® IOWA
Iowa Association for the Education of Young Children 5525 Meredith Drive, Suite F Des Moines, IA 50310
T:\Forms TEACH\Form C Release Time-Ctr.doc 2014.12.01
FORM C
Release Time Claim Reimbursement Form
Dear Director/Supervisor:Enclosed is a Form C for your scholarship participant(s). Form C’s are to be completed and turned in a minimum of once each semester and we will reimburse your program once at the end of each semester. Release time is paid time off from responsibilities at the sponsoring program for a T.E.A.C.H. scholarship participant. The amount of release time for which a scholarship participant is eligible depends upon the number of credits for which (s)he is enrolled.
Use the following grid to determine how much release time to give your scholarship participant:
Number of credits your staff person is enrolled in per
semester
Total number of hours of release time you may allow and bill per semester
1 16
2 32
3 or more credits 48
The Iowa Association for the Education of Young Children will reimburse the center $6.00 per hour for release time for up to 48 hours per semester. This rate could be considered to cover half the cost of release time if the participant was being paid $12.00 per hour.
Release time may be taken by the participant to attend class, study, or to attend to personal needs. If classes are scheduled during the participant’s regular work hours, release time will help with some of the costs of allowing him/her to get to class. Otherwise, if you can arrange the release time with no substitute costs for your center, that is great! We will still reimburse you at the $6.00 per hour rate. How you and your scholarship participant schedule release time is up to the two of you, but we do expect the release time to be offered and taken each semester.
Either you or the participant may be responsible for completing the forms, again whatever works best for your program, but the form MUST be signed by both you and the participant before payment can be offered. These signatures verify that paid release time was received by the participant.
We reserve the right not to reimburse any claims submitted more than 30 days following the end of the semester! If you have any questions about completing these forms, please give your scholarship counselor a call at (515)331-8000
Student Teaching Form
For T.E.A.C.H. Bachelor’s Scholarship As a recipient of the T.E.A.C.H. Bachelor’s Scholarship you will remain on a scholarship while doing student teaching outside of your program, even if, /when you are not working 30+ hours per week at your center during this period. You will be allowed to return to your program after completing your student teaching, so as to complete your current T.E.A.C.H. contract, and your commitment to remain in your program the year following your contract. If you are still working some hours at your center each week where you are employed, while doing student teaching elsewhere, you and your center can decide if/how you plan to do release time. T.E.A.C.H. can reimburse your center for this time if your center pays for you to have release time. You will also need to send us the Form C at the end of the semester. _________________________________________ ________________________________ Scholarship Recipient Date _________________________________________ ______________________________ Program Administrator Date Return this form to your T.E.A.C.H. Counseling Specialist by fax:515‐331‐8995
or mail:
Iowa AEYC
Do you want to go to college to improve the quality in your program? You may be eligible to receive a scholarship if you:
Call 515-331-8000 to speak with a T.E.A.C.H. counselor or email [email protected].
Obtain a T.E.A.C.H. application from a counselor or our website www.iowaaeyc.org.
work in a regulated preschool, child care center, or home program for at least 30 hours per week (or full time for the hours your preschool offers programming)
have worked with children birth to age 5 in your current program for at least 3 months
are working toward an early childhood degree, credential, or endorsement at an Iowa college (or would like to be)
have the support of your employer (if applicable) and provide proof of participation or willingness to participate in a quality initiative such as QRS, QPPS, Head Start, or NAEYC/NAFCC accreditation.
First Steps
Scholarship Program
T.E.A.C.H. Early Childhood
IOWA
Do you want to pursue a degree in early childhood?
Do you work with children birth - 5?
If you answered yes...
T.E.A.C.H. Early Childhood® IOWA is a licensed program of Child Care Services Association
T.E.A.C.H.
Teacher Education And Compensation Helps
Questions and Answers
What will this program support?
T.E.A.C.H. invests in people currently providing early care and education who wish to earn a college degree. Currently, available funds are supporting associate, bachelor degrees and endorsements in early childhood education, teaching license renewals and Child Development Associate (CDA) credentials and renewals.
Who is eligible?
Any early care and education provider in Iowa who works in a regulated home, preschool, or child care center at least 30 hours each week (or full-time for the hours your preschool offers programming to young children) and has been working at their current location for at least 90 days (or 6 months for bachelor applicants). Your employer must provide proof of participation or willingness to participate in a quality initiative such as QRS, QPPS, Head Start, or NAEYC/NAFCC accreditation.
Where can I go to college?
For the associate scholarship, any community college in Iowa; for the bachelor scholarship, any college in Iowa that has an ECE program. Only courses required in the degree programs will be approved to be supported by the scholarship. This can include the general education requirements such as English, math, etc. CDA classes are only directly supported if for college credit and at an Iowa community college.
What will T.E.A.C.H. pay for?
T.E.A.C.H. is a public-private partnership, investing in our child care workforce, supporting tuition up to 15-20
credits per year, books, release time (to allow for substitute caregivers to care for the children while you are in school or studying), travel costs, and an annual bonus or raise. The individual attending school (or his/her Pell grant) and/or the employing program supports a percentage of this investment, depending on the option chosen.
Where do these funds come from?
Funding for T.E.A.C.H. comes in part from the Iowa Department of Human Services; United Way of Central Iowa, Women’s Leadership Connection; Early Childhood Iowa Professional Development; Polk County Early Childhood Iowa area; and the child care programs who co-sponsor a T.E.A.C.H. scholarship participant.
Iowa Association for the Education of Young Children
