independent contractor guide and agreements - The Park District of ...

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Activity Information REGISTRATION The Park District of Oak Park shall be responsible for and have complete control over the registration of the participants. Under no circumstances is a contractor to accept payments, except for pre-approved supply fees. Except during the initial lottery period, when all Oak Park residents will have an equal chance of receiving a spot in a class, all registrations are processed on a first come first serve basis. All participants must be registered with the Park District before being allowed into any class. It is the instructor’s responsibility to ensure that all participants are registered and fully paid (by checking participation against the roster) prior to attending the class. PROGRAM SCHEDULING Independent Contractors are responsible for submitting class proposals and schedules through the Program Proposal. At a minimum, this should be done on a quarterly basis. Typically the Park District does not sign Independent Contractor Agreements for programs for more than one year at a time. Park District Program Supervisors will attempt to accommodate instructor’s schedule requests. Programs are normally scheduled to coincide with the printing and mailing of our quarterly program guide. In order to maximize the effectiveness of this important marketing tool, contractors should make sure that their programs adhere to the following general schedules: Program Season: Program Information Due: Programs Take Place: Winter August January-March Spring (includes summer camps) November April-May Summer January June-August Fall (includes holiday programs) April September-December Please note that Independent Contractor Agreements must be signed and all necessary paperwork must be completed before a program will be placed in the program guide. Contractors should allow ample time for this entire process. The Park District of Oak Park observes the following holidays: New Year’s Day, Dr. Martin Luther King Jr. Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the following Friday, Christmas Eve (afternoon & evening only) and Christmas Day. The Park District also tries to avoid starting or ending programs on holidays of any major religion out of the impact that it could have on participants’ ability to fully enjoy the program that they have registered for. Please keep in mind that these holidays (as well as other holidays or institute dates for those programs taking place in a public school) may affect class schedules. CHANGES TO CLASSES Although the Park District strives to give contract instructors as much control over their programs as possible, the Park District reserves the right to cancel, combine, or divide classes; to change the time, date, or location of classes; and to make other changes as necessary to ensure a quality experience for the participants. Classes not meeting the minimum enrollment may be cancelled or combined. If the class is cancelled by the Park District, the Park District will issue a full refund to the participants and inform the instructor and participants of the cancellation. Contractors are not reimbursed for any expenses that they may have incurred for the cancelled program.
Contractor Expectations PROFESSIONAL CONDUCT Though not employees of the Park District of Oak Park, Independent Contractors do represent the Park District. For some participants, the Independent Contractor is the only Park District representative with whom they will come into contact with. Independent Contractors must conduct themselves in a professional manner including dress and speech and should support the information outlined in this guide and in the Independent Contractor Agreement. The Park District of Oak Park also expects that all contractors will uphold the mission and values of the Park District (listed on the back of the front cover of this guide). CLASS TIMES Contractors are responsible for providing instruction for the specified number of hours agreed upon and advertised. If a class is cancelled for any reason, the Park District Program Supervisor will work with the contractor to schedule a make-up class. If a make-up class cannot be arranged, or if a participant cannot attend the make-up class, the participant(s) will be issued a pro-rated refund for the missed class, which will be factored into the determination of the final payment owed to the instructor. COURSE ENROLLMENT Once registration has begun for a class, contractors can request registration updates through their assigned Program Supervisor. The Program Supervisor will contact the contractor at least five days prior to the start of the class to confirm that the class will run and to send class rosters and attendance worksheets. If a contractor has not heard from a Program Supervisor within this time frame, the contractor should contact the Program Supervisor directly. CONTACT WITH CLASS PARTICIPANTS Participant contact information is provided to contractors in order to allow the contractor to provide good customer service and for safety reasons. This information is personal and should not be shared with anyone, including other participants, parents, other businesses, etc., rented, sold, or used for purposes not specific to the contracted class. For example, using the information to create a mailing list to advertise the contractor’s other services is not allowed. Contractors should contact all participants via e-mail or a phone call prior to the start of class as a courtesy. This is a good time to for contractors to introduce themselves and remind participants of any supply requirements and of the date, time, and location of the classes. TAKING ATTENDANCE It is the contractor’s responsibility to take attendance at each class. This is especially important for large classes where participants may have shown up to class without paying. Please inform individuals who have not paid to visit the Park District office or website to register. Participants must either be on the roster or have a Park District issued receipt before being admitted to class. Completed attendance sheets must be turned in with the final invoice at the conclusion of the class in order to process a timely payment. If a participant does not show up for the first class, please give the participant a call to remind them of the next class (assuming you have multiple classes). It is the participant’s responsibility to remember the classes
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