Processes

1. Processes

2. Opening computer • 1stquestion • Quest09 (change as and when required and add digit for month on end i.e. 9 = September • Looking for documents • File, open, local disk C, transfer, 1st question Andrea then labeled file

3. Email • http://mail.google.com/a/1stquestion.coop • User name admin@1stquestion.coop • Password not on this file • http://www.co-operativebank.co.uk • Details not on this file plus pin from secure coder

4. Booking form • Under bookings from 09.08 • 1st Question Quotation and Booking Form • Project Title ____________________________________________ • For Who ____________________________________________ • Date requested ____________________Days covered_____________ • How many to be trained _______________________________________ • Age range ____________________________________________ • TOTAL COSTS • Trainers • how many needed • Cost per trainer • How many days • Planning@ £10 per hour • Travel@ 40p per mile • Training and development costs 10% • Accommodation • Materials • Administration (10-15%) • Broker Time£25 per meeting • Profit Margin(15%) • Total Cost • Funded by who _______________________________________________ • EECS (how much) _______________________________________________ • Cost to customer _______________________________________________ • (plus need to pay lunches/refreshments/venue/transport)

5. Costing ideas • 2 trainers 1 day approx 680 • 3 trainers 1 day approx 1050 • Trainers costs usually 200 x days • Planning 10 per hour • Travel 40p per mile • Training 10% of above 3 figures • Accommodation • Materials normally around 50.00 • Admin 10-15% of above figures • Broker 25.00 per meeting plus travel at 40p per mile • Profit add 15% of total (covers virtual office stationery etc) • Add together should give roughly figures above

6. Funding • All funding applications are in hanging files in big pink boxes, follow up reports will be requested • Applications for 2011 are in Funding then 2011 sub file • Previous applications are in funding or may be under specific group i.e. SEBP

7. Workers • Agreed for contract then given workers contract • Filed workers contracts 2010-2011 with the master in there as well • School contract – contracts 09.08 then sub file from September 2010 onwards, again master in there

8. Contract • Venue/Organisation • Date: • Time: • Programme: • Participants: • Cost: • When the project is partly or fully funded by another source if cancellation is made by the client then the above cancellation Policy will be implemented and will need to be met by the client not the funder • Teaching Staff: To be available throughout programme • Venue: A room large enough to comfortably hold the young people and have room to move around. Good acoustics. • Requirements: Refreshments to be provided throughout the day. • All our trainers are CRB checked, disclosure numbers and dates can • be provided on request. • Can you please circle below before signing and returning:- • Do you have a:- • Health and Safety Policy yes no • Child Protection policy yes no • Risk Assessment yes no (please supply a copy if • possible) • Photo permission forms yes no • (Please advise anyone who cannot be photographed at the beginning of • the event, our photos are used in our publicity) • A copy of our Safeguarding or Health and Safety policy are available from the • office on request. • Please complete name of contact for the day …………………………………. • I would like to confirm this booking on behalf of the Head teacher and school named above. • Signed:………………………………….. Date:………………… • Printed name:………………………….. Position:………………………………… • Cancellation Policy • 7-28 days notice 25% of fee is payable • 2-7 working days notice 60% of fee is payable • less than 2 days notice 100% of fee is payable • Please return to: • 1st Question East Co-operative, Co-op Education Centre, • 11 Fore Street, Ipswich IP4 1JW • Tel: 01473 280316 Fax: 01473 218098 • E mail: 1stQuestion@eastofengland.coop

9. 1st Question Workers Contract • Name: • Date(s): • Programme: • Client/venue: • Role: • Payment: • Planning: @ £10 per hour • Travel @ 40p per mile • Year group/age: • Numbers to be trained: • Hours: • Working with: • Lead: Contact number: • Co trainers: • Observers: • Person to report to: • Contact number: • Signed……………………………… Date……………………… • Cancellation Policy • 7-28 days notice 25% of fee is payable • 2-7 working days notice 60% of fee is payable • Less than 2 days notice 100% of fee is payable • It is your responsibility to pay tax and NI contributions.

10. Invoices • As soon as feedback from trainers that event was good send evaluation and invoice • Evaluations – Excel under evaluations then overtype with customer and aims and email off • Invoices – 1stQFinance then 2010-2011 and overtype with number and customer details

11. Write ups • Filed under organisation i.e. EBP then sub file Belstead – write up • These consist of aims, programme, evaluations, photos and flip chart write ups or photos • Write ups should be forwarded to the funder and customer (i.e. school)

12. Resources • Filed under worksheets, some are specific to the course i.e. CASE or otherwise should be labeled under usage, also separate file for Fairtrade with new resources. • Copies can also be found in write ups, pink boxes or spice it up books

13. Emails • There are sub files on the email account which should relate to all customers etc i.e. any emails relating to Thomas Wolsey would be filed under Thomas Wolsey

14. Accounts • Accounts are on the laptop under sage • No password required • All nominal codes are listed starting 4000 for invoicing someone • Codes starting 5000 for paying trainers • Codes starting 7400 travelling, accountant etc

15. Passwords and addresses • Address book stores most things – under P for passwords • Addresses by surname or company name normally

16. Marketing • Filed under marketing • Newest leaflets are under 2010 marketing June 2010 • Action point East of England want reference to them taken off website asap and off leaflets before reprinted