Cheat Sheet for the Sea System

1. Cheat Sheet for the Sea System Begin with iWeb. Sign in - select Employee Services/Staff Development. Sea System Application (Prior Approval) (click to open hyperlink) New or Edit/Review Activity Proposal All Other Activities (This is an activity that is taking place or being hosted by an agency other than Craven County Schools and usually is not taking place at a Craven County School site). Briefly Describe the Professional Development Activity and include the Location of the Activity. Describe the Relationship of the Professional Development Activity to your Building's School Improvement Plan and the North Carolina Standard Course of Study. The relationship of an activity to the SIP is not the same as the description. This is a separate question.

2. Budget Choose One: • Be careful when selecting a budget. Make sure it is a school budget, not a district budget. • If no money is involved, enter “0”. • When estimating the cost, be sure to include all areas to be reimbursed for each person attending– sub, travel, food, hotel, etc. • It is better to over-estimate than to under-estimate the cost.

3. NOTE: All outside activities that are not provided by Craven County Schools must receive prior approval.Prior approval is necessary to comply with state regulations, which require an LEA to determine the appropriateness of awarding renewal credit for a specific activity in advance of the activity. PRIOR APPROVALS HELP AVOID MISUNDERSTANDINGS REGARDING QUALIFYING ACTIVITIES AND REDUCE THE POSSIBILITY OF AN EMPLOYEE PAYING TO ENROLL IN AN ACTIVITY FOR WHICH RENEWAL CREDIT WILL NOT BE AWARDED.

4. Participating Teachers1.Name  This is the way it will appear on correspondence from the Sea System. (ex. Mrs. Burroughs)E-mailDistrict Domain ? Use your district e-mail, (Copy/Paste) insert in e-mail slot, and DO NOT click box to the right.((((GO TO GROUP WISE…SELECT NAME….GET E-MAIL ADDRESS…..COPY…..PASTE))))

5. WE HAVE MORE PROBLEMS WITH INCORRECT E-MAIL ADDRESSES THAN ANYTHING ELSE IN THE SEA SYSTEM ---- TO PREVENT -----COPY-----PASTE!!!!!

6. PLACE ON HOLD Record the Proposal number. Give your principal notice of placing the proposal on hold. Allow 5-7 days for approval. After 7 days go back to original page, select review. Enter the proposal number. Proposal should say - Status: Approved

7. Sea System – All Other Proposals To request prior-approval to earn renewal credit for attending a workshop, seminar, conference, etc., the employee should complete an All Other Proposal with the Sea System.  Requests are to be made three (3) weeks prior to the start date of activity. Failure to do so may disallow CEU credit. Requests submitted after the event risk not being approved. After Completion of the Sea System Activity Upon successful completion of an activity, the employee shouldcomplete all surveys from the Sea System and send a copy of the proof of credit with a copy of the approved Sea System proposal to Linda Phillips at the Central Office. Credit will not be recorded until the appropriate documentation is submitted.

8.  Craven County District Activity Template Fill in the Blanks Title of the Activity: Contact Person: Email Contact: Can be different than the Contact Person Phone Contact:

9. Strategic Priorities: (Select only one) Discipline Focus: (Select only one) Number of Sections: Usually 1 Activity Description: 255 Characters or Less Activity Category: Activity Start Date: Activity End Date: Activity Length: Hours (MUST BE WHOLE NUMBERS) Number of CEU’s: 1.=10 hours and .1=1 hour Note: If Academic Credit is requested, must be approved by HR. If Technology Credit is requested, must be approved by ITC Director

10. Target Audience: Optional - - However, it is a good idea to complete this line Comments: Homework, Expectations, Etc.

11. Prof. Dev. Program: Be careful to select the correct box. Must be a budget that applies to your school Budget/Participant: This is per participant – please remember this – as participants register, the system will tally the total

12. Section 1. Location/Time: This is important information for participants Presenter (s): Be mindful that presenters do not receive credit – and do not register Copy and submit to Yvonne Burroughs at the Central Office. Allow two weeks – Once activity is entered the e-mail contact will receive notice from the Sea System. Keep this notice as it will include a link for you to use to retrieve and/or review the roster. When event takes place, have participants initial the roster, make a copy of it, and mail original to Yvonne Burroughs at the Central Office.

13. NEW Rosters will not flip to HR until all participants complete their surveys! If a participant does not complete the surveys, it will be an indicator that they do not desire credit and their name will be removed from the Sea System roster.

14. Paper Prior Approval Form for courses/Independent Studies If participant is taking an independent study or a course on-line or at a college, an Application for Prior Approval for Staff Development Activities, found under forms on the iWeb, with documentation of what is being taken, must be submitted to Linda Phillips at the Central Office prior to the activity. After completing the course, the participant will need to send the appropriate documentation (grade slip, certificate, etc.) to Linda Phillips in order to have CEU’s posted.

15. REMINDER E-MAIL ADDRESS COPY AND PASTE

16. THIS IS CRAVEN COUNTY SCHOOLS PRIOR APPROVAL PROCESS. ALL SUBMISSIONS SHOULD BE PRIOR TO EVENTS TAKING PLACE. YOU WILL BE ASKED QUESTIONS IF PRIOR APPROVAL ARRIVES AFTER THE EVENT. PLAN, ORGANIZE, AND BE PREPARED.

17. DO PRIOR APPROVAL PRIOR TO EVENTS COPY AND PASTE E-MAIL ADDRESS PAPER PRIOR APPROVALS GO TO LINDA PHILLIPS WITH COPIES OF EXPLANATION HAVE PARTICIPANTS SIGN/INITIAL DISTRICT ACTIVITY ROSTER SEND ROSTER TO YVONNE BURROUGHS, BUT KEEP A COPY DISTRICT ACTIVITIES WILL NOT FLIP TO HR UNTIL ALL PARTICIPANTS HAVE COMPLETED THEIR SURVEYS QUESTIONS: CALL YVONNE AT 514-6325 OR E-MAIL yvonne.burroughs@craven.k12.nc.us

18. Summary of Required CEUs This information is included as FYI. The link can be found on the first page of Staff Development under Employee Services

19. DO NOT DELETE SEA SYSTEM E-MAILS Create a folder in Groupwise in which to move all your Sea System e-mails. This will prevent loss. Once you know the proposal is clear, as in approved, the date has passed and surveys are complete, you can delete without worry. You can archive the Sea System folder It is good to have this folder for quick reference and backup when questions come about!

20. Travel Reimbursement Things to Remember • The travel form must be signed by the person attending the training, as well as the principal. • The SEA System approval form must be attached to the reimbursement form. • An agenda from the training must be attached to the reimbursement form. • Meals are reimbursed at the state rate. See handout. • One day trainings without overnight stays cannot claim meals. • Mileage is reimbursed at the state rate (55.5¢). A gas receipt is not necessary. • Mileage must be documented through a Mapquest. The Mapquest must be attached to the reimbursement form. • If the person is being reimbursed for a hotel or the hotel was prepaid, a zero-balance receipt must be attached to the reimbursement form. • Receipts for parking or baggage reimbursement must be attached. The SEA System must be approved prior to the training.