Supervisor in the spring creates the extended contract doc from the district template.  If the extended contract is continuing from a previous year, create a new tab and name it for the upcoming school year. 

If the extended contract document is new, share the electronic document with CO payroll department designee and the employee with edit rights. 

Within each electronic extended contract document, under the Tools menu, both the supervisor and payroll department designee will set up a notification rule to be notified by email of when changes are made to the document.  This allows for monitoring of changes made by the employee and prompts the approval and payroll set up processes. Employees are also encouraged to set up a notification so that you are aware of progress within the process.

Employee lists their anticipated extended contract events/dates and submit by June 1st of each year. (Contractual language lists May 1st, however, this is recognized as challenging for accurate planning.) It’s understood that total hours may be estimated and not actual. Allowable events are listed in the Appendix below.  Additional events may be added later but should be discussed and approved by your supervisor at least 5 days prior to the planned event.

Instructional Coaches only:

Designate, in the compensation columns, whether you want to exchange the time or be paid by hour by adding an X to the appropriate cell. This designation needs to occur before the event takes place. 

(Content Leaders are not eligible to exchange time.)

In June, supervisors will review the initial proposed plan of events and indicate approvals in the “event approval” column. 

As any changes or additions are made after June 1st, these will also need to be reviewed ahead of the event and approval or non-approval indicated. 

As hours are completed, make any needed adjustment to the actual time worked and highlight the row of the event.  Your highlighting indicates this work is ready for review/approval for compensation.

Any changes after June 1st to proposed hours need to be approved by the supervisor prior to beginning the work (at least 5 days prior). Hours requested are not to exceed 38.75 hour limit  without prior approval of the supervisor.  Supervisors will base this approval off of district goals.

Instructional Coaches Only:

For events where exchange time has been designated, you are responsible for entering the dates used and amount of time used on that date.  If using over multiple dates, insert a row to list each date on a separate line. Current school year exchange time earned expires after the last contractual day of the school year.

In the event of a pandemic or unforeseen long-term school closure, coaches within the retirement pipeline will be allowed to roll over up to 15.5 hours of earned exchange time to the upcoming school year to compensate for being unable to accept payout of the earned time. 

As work occurs, review evidence of the work to confirm acceptable quality.  Approve work for compensation up to extended contract limits by initialing and dating in the appropriate column. If the employee has exceeded the limits, work can be approved at the standard  $30/hour curriculum rate based on the supervisor's current budget and should be placed in the appropriate approval column to support payroll accuracy.

Limits:

•    Instructional Coach Limit = up to 38.75 hours (Contractual)

•    Content Leader Limit = up to 24 hours (Budget-based)

Upon approval by the supervisor, set up pay for the completed hours designated for hourly payment by the employee.  The payroll department designee will note in the last column the check date for which the payment is scheduled.  Any questions or concerns will be directed to the associated extended contract supervisor.