Contract Instructor Hiring Policy & Procedures

Norfolk Recreation

Contract Instructor Hiring Policy & Procedures

Purpose

Instructor Proposal Requirements

Contracting, Payment & Records

• Dates, times, and pay rates are confirmed together in advance.
• A signed contract is required prior to payment being issued.
• A completed W-9 is required for payment processing.
• If your mailing address changes, please notify Norfolk Recreation in writing so payments and records remain accurate.

Background Checks & Insurance

• A CORI/SORI background check is required for all instructors to ensure a safe environment for participants.
• Proof of insurance may be requested depending on the program.
• Instructors who choose not to carry their own insurance should be aware that Town insurance does not necessarily cover them.

Materials, Supplies & Equipment

• Any materials needed for a class should be discussed in advance so we can price and plan programs appropriately.
• Norfolk Recreation programs are self-supporting; therefore, all costs must be considered when pricing a program.
• Norfolk Recreation is happy to provide materials and has established vendor accounts to make purchasing easy and efficient.
• Instructors are asked to submit a detailed supply list at least 10 days prior to the class start date.
• Instructors should not supply materials unless arrangements are approved in advance.
• If instructors are pre-approved to purchase materials, please note that sales tax cannot be reimbursed.
• If instructors provide additional equipment, reimbursement may be considered when approved in advance.

Class Operations, Attendance & Safety

• Instructors are encouraged to arrive at least 5 minutes before class start time, or earlier if setup is needed, to ensure classes begin smoothly.
• First aid kits will be provided when necessary.
• Only registered participants are permitted to attend programs.
• If a participant arrives who is not listed on the roster, the student must be dismissed to the parent or adult who dropped them off.
  • For afterschool programs, the school should be notified.
  • Schools receive program rosters in advance and check parent permission/dismissal lists, so this situation is unlikely.
  • Children may be dismissed to the SACC program when appropriate.
• For classes held at schools at dismissal time:
  • Instructors must arrive 10 minutes before dismissal.
  • Students are collected from a designated school area.
  • Children must be dismissed only to a known and authorized adult to ensure their safety.
  • If a student does not arrive at the designated location, instructors should immediately contact Norfolk Recreation or the school office so we can assist.
• Instructors will be provided with a class roster and are asked to review it and take attendance at every class.
• All accidents or incidents, other than minor events, must be reported to Norfolk Recreation in a timely manner—preferably at the time of the incident if serious, or immediately following class.
• If at any time the health of a participant is in question (for example: fainting, rapid heartbeat, difficulty breathing, head injury, or bleeding that does not stop), instructors should not hesitate to call 911.
• In all medical situations, instructors must also contact the participant’s parent or emergency contact and the Norfolk Recreation–supplied cell phone number(s).

Program Enrollment, Communication & Confidentiality

• As a fee-based program, minimum enrollment numbers required to run a program are determined by Norfolk Recreation.
• Maximum enrollment numbers are also established with input from the instructor, balancing program quality, safety, and pricing.
  • Programs that significantly limit participation may require higher pricing than programs that can accommodate more participants.
• Participant contact and medical information is shared to support program safety and should be used for Norfolk Recreation business only.
• Instructors may not use participant information for solicitation or non-program purposes.
• If instructors would like to share information with participants, Norfolk Recreation is happy to assist by sending communications on their behalf.
• Massachusetts Ethics Law: In accordance with Massachusetts ethics laws applicable to government employees, contract instructors, and volunteers, instructors may not accept any gift with a value of $50 or more.

Instructor Absences, Scheduling & Payment

• If an instructor is unable to teach a class due to illness or emergency, Norfolk Recreation should be notified as soon as possible.
• If a qualified substitute instructor is available, that may be an option.
• If not, the class will be canceled and a make-up class will be scheduled at the end of the session.
• Our preference is to provide the number of classes advertised whenever possible rather than issuing refunds.
• If a participant is unable to attend a make-up class, a refund may be issued.

Payment & Tax Responsibility

• Instructor payment is processed at the completion of a series of classes.
  • For programs running 5–6 weeks, payment will be made no later than 1–2 weeks after the final class.
  • For longer programs, instructors may be paid in two installments (first half and second half of classes).
    • This requires two contracts and must be discussed and approved in advance.
  • A completed W-9 is required for payment.
  • Independent contractors are responsible for reporting income earned through Norfolk Recreation to all applicable federal and state agencies.

Feedback & Ongoing Support

• Norfolk Recreation periodically gathers participant feedback and shares relevant information with instructors to support continuous improvement.
• Instructors are encouraged to reach out to Norfolk Recreation with any questions, ideas, or concerns.