Primary - CCA Charter 2020-21 - TAIPEI EUROPEAN SCHOOL
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TAIPEI EUROPEAN SCHOOL
Primary - CCA Charter
2020-21
1
Primary- Co- Curricular Activities (CCA) Charter
Contents Page:
Basic CCA Information:
1. TES Student Services CCA mission statement: 4
2. Communication with TES Parent community: 4
3. Types of CCAs: 4
4. Contact window: Student Services CCA office: 4
CCA Enrolment:
5. Enrolment onto CCAs & AOS payment system 5
6. Left-over CCA place allocation: 5
7. Late-enrolment: 5
CCA Tuition:
8. Registration fees: 6
9. Tuition payment process: 6
10. Refund policy: 6
11. Long –Term Illness or Injury: 6
CCA Delivery and Collection:
12. Children CCA delivery procedure: 7
13. Children collection procedure: 7
CCA Student Behaviour / Exclusion:
14. Student Behaviour Rules: 8
15. Parent Responsibilities: 8
16. Exclusion of students from CCAs: 8
CCA Cancellation / Make-up Policy:
17. Cancellation of an CCA after Enrolment: 9
18. Lesson make-up policy: 9
19. Wet weather situations / Air pollution situations 9
2
Useful Information - Faculty run CCAs:
20. Changing clothes procedure for Sports related CCAs: 10
21. Faculty unavailability for CCA: 10
22. Section only - run Homework Clubs: 10
23. FOBISIA Primary Games: 10
Useful Information - Specialist Instructor run CCAs:
24. Continuing students of progressive skill CCA programme: 11
25. “Annual CCA Schedule” brochure: 11
Useful Information – Peripatetic Music and Faculty Music CCAs:
26. Peripatetic lessons as a support to Primary Orchestra: 12
27. Continuing students of progressive skill peripatetic music lessons: 12
28. Orchestra, Ensemble/Bands, Choir: 12
29. Peripatetic tuitions and times: 13
30. Student supervised homework group: 13
31. Collection after school: 13
32. Make-up lessons: 13
33. Instrument rental: 14
Useful Information – Peripatetic Language CCAs:
34. Peripatetic language lesson structure: 16
35. Peripatetic language tuitions and times: 16
36. Student supervised homework group: 16
37. Collection after school: 16
38. Make-up lessons: 17
CCA Enrolment Procedures:
39. Enrolment Summary: 18
40. Preference Ranking CCA Allocation: 18
41. The Preference Selection Process: 19
42. Weighting Algorithm: 20
43. Allocation of CCAs: 20
CCA Payment Process:
44. AOS payment System: 22
3
Basic CCA Information:
1. TES Student Services CCA mission statement:
The mission is to provide an opportunity to all TES students to participate in a variety of interesting
activities outside of the regular curriculum. There are opportunities for students to try new activities or
to develop skills in their favourite activities.
The CCA programme is available equally to students across all sections of the school and the access to
join CCAs is provided in a fair process.
The CCA coordinating team endeavour to maintain a high quality of CCA provision across the CCA
programme. The “CCA Charter” explains all aspects of the CCA programme and how it is managed.
2. Communication with TES Parent community:
The CCA programme requires massive logistics to provide over 1,100 students’ CCAs each week, and as
such there are 5 main ways of providing essential information to parents:
CCA Charter (this document) - outlines the procedures, processes and rules regulating the CCA
programme.
Annual CCA Schedule brochure - outlines all the annual activities on offer.
Registration System - the live online enrolment system.
Email from CCA department – key notices / reminders.
3. Types of CCAs
Faculty run CCAs – teacher run / supervised activities after school.
E.g. Sports, Music, Hobbies, STEAM and Homework clubs.
Specialist instructor run CCAs – professional specialist teachers / instructors / coaches run these.
E.g. Dance, Music, Sport, Language, etc…
Peripatetic Music CCAs – professional music teachers run individual classes.
(Junior school age groups as the priority in support of Orchestra, Jazz band, Ensemble groups)
Peripatetic Language CCAs - professional language teachers run individual classes.
E.g. English, French and German.
4. Contact window: Student Services’ CCA office:
The Student Services’ CCA department will be the point of contact for all enquiries related to the CCA
programme, from enrolment issues through to communications with the teachers/instructors.
Please do not approach the CCA instructor or Section secretaries, but contact Student Services:
Ms. Tracy Tsao, EPC CCA Assistant Secretary (02)8145-9007 ext. 1801, tracy.tsao@tes.tp.edu.tw
Ms. Joyce Chen, EPC CCA Supervisor (02)8145-9007 ext 1820, joyce.chen@tes.tp.edu.tw
4
CCA Enrolment:
5. Enrolment onto CCAs & AOS payment system:
All enrolment will take place via the registration system and all payment will go through the Activity
Ordering System (AOS). The registration system enables parents to enrol onto their children’s CCAs,
from any computer or mobile device.
The enrolment process is a “preference selection system”, whereby parents will assist their child to
make a list of CCA preferences which are then allocated by an automated system.
(See details of the Enrolment Procedures pages 18-20)
All enrolments will have an automated payment through the AOS; by confirming your enrolment choice
you are also agreeing to the payment being made automatically from your child’s AOS account. This
transaction will be clearly visible through the CCA Registration System user interface.
The new academic year “Annual CCA Schedule” brochure will have the full CCA schedule. The CCA
department will email notices/reminders to all parents at the start of the new academic year.
Please Note:
To avoid disappointment ensure your up-to-date email address is provided to TES admissions,
and ensure you read the schedule and instructions carefully.
CCAs are arranged by year group, students from outside that year group are not allowed to join
a year group specific CCA.
6. Left-over CCA place allocation:
There are no waiting lists under the new CCA selection method. Following the automated CCA
allocation, a second round of enrolment is done manually on a first-come first-serve basis whereby
parents can visit the CCA office to see enrol their child in CCAs on days in which their child doesn’t have
an allocated CCA already. The CCA office announces details of left-over CCA places following the main
enrolment process.
The available places will only be available to students that do not already have a CCA on a given day. It is
not possible to request switches to these CCAs once the allocation has been completed.
7. Late-enrolment:
Enrolment will be completed by the start of the CCA programme; however the CCA team will be able to
help any new TES students that missed the original enrolment process, to register to CCAs which have
remaining spaces.
5
CCA Tuition:
8. Registration fees:
For students participating in the CCA programmes, there is a NTD1,000 CCA registration fee applicable.
This fee is chargeable only one time per semester per student, regardless of the number of CCAs the
student participates in.
Most of the Faculty run CCAs are free for students with no extra charge, while the Specialist Run and
the Peripatetic CCAs are charged per the fee indicated in the brochure.
9. Tuition payment process:
The payment of tuition is automatic from AOS when submitting your CCA Enrolment selection. Parents
put their child’s preferences down on the CCA registration page, and press “Submit Preferences”. An
amount equal to the maximum tuition required to pay for the number of CCAs requested will be taken
automatically from the family AOS.
If there is “insufficient funds” on the family’s AOS account, the interface will show a message that
advises how much additional monies need to be put into the family’s AOS account.
Please Note:
Allow 5-10 minute computer processing delay as the monies you added to your AOS account are
put through to the system. You can then complete the “Confirm Preferences”.
10. Refund policy:
The CCA preference selection enrolment requires parents to only select CCAs which their child will be
happy and available to participate in. Following the automated allocation of the CCA schedule there is
no switching of activities.
Please ensure you only select days and activities that you are sure your child can participate in, and that
their parent/guardian can be available for collecting the children (if not on the school bus).
There are no refunds on activities once the automated CCA allocation has been completed.
Please Note:
Any exclusion of a child from an CCA, due to ill-discipline, repeated un-notified absences,
repeated late collection following the CCA, will not be refunded.
11. Long –Term Illness or Injury:
Should a student encounter an illness or injury that will make them unable to attend the CCA they had
paid for, then their place in the CCA will be postponed and reserved for the next semester.
6
CCA Delivery and Collection:
12. Children CCA delivery procedure:
All of CCAs students will be brought to the Cafeteria after school to meet their CCA teacher and
be escorted to the CCA classroom.
13. Children collection procedure:
a. Attendance Record – CCA classes.
The CCA programme requires full attendance of all students registered.
If a parent or guardian comes to pick up a child, they must inform the CCA office and
Section office.
Any non-attendance causes a security / safety concern.
Students must get to their CCAs on time, as attendance is taken at the start of the CCA.
It is the responsibility of the parents to inform the office in advance of pick up.
b. Parent pick-up – after CCA classes
All children will be delivered by the CCA instructor to the front gate at 4:10.
We release the children to a “known” parent or guardian at the front gate.
Parents must be acknowledged by a CCA supervisor before leaving with their child. Do not
ask your child to meet you at other locations.
c. Prompt collection
Please ensure you are at school to pick up your child between 4:15 - 4:20pm. The CCA staff
will be providing supervision up until this time and the collection of all students finishes by
4:25 pm at the latest.
Continued late pick-ups: Should this become a frequent occurrence then it may ultimately
result in your child not being able to continue in the CCA.
d. School Bus after CCA
After school CCAs are usually 3:10 - 4:10pm except some Specialist CCAs, Peripatetic Music
and Language lessons. Besides regular school bus (3:10pm), CCA bus service is available at
4:15pm during CCA weeks. All students who do not ride the school bus must be picked up by
4:20pm.
There is a school bus service operating following CCAs. Delivery routes may not go to the
same drop off point your child has as part of the full schedule.
To check the CCA drop off locations following CCAs please contact the Transportation Dept.
Ms. Emma Hu (02)8145 9007 ext.1800, epcbus@tes.tp.edu.tw.
Ms. Alice Liu (02)8145 9007 ext.1842, epcbus@tes.tp.edu.tw.
7
CCA Student Behaviour / Exclusion:
14. Student Behaviour Rules:
Students are expected to act and behave in the same respectful and orderly way as they would in
their regular curriculum classes.
Students must not leave the class without permission from the teacher.
Students should listen and follow the teacher / coach’s instructions in exactly the same way they do
their classroom teacher.
Students should be respectful to all other children in the class; no bad language or fighting, etc…
Students should not be disruptive when the teacher is instructing, or whilst group or pair activities
are being carried out.
Students must not cut class; as all students must be supervised after school.
Junior students must make their way directly to their CCA class as soon as they finish school. If the
teacher has not arrived they should wait quietly outside the teaching area.
15. Parent Responsibilities:
Should a parent need to pick up their child early, they must contact the CCA department to inform
them of this.
At the end of the day, follow the collection point procedures, and then collect children from the
front gate..
Please enter collection areas in the prescribed entry and exit points, these will be clearly signposted.
As you leave collection points, please acknowledge to the teacher / CCA supervisor that you have
picked up your child.
Please pick up child by 4:20pm.
Never leave your children unsupervised in the campus
16. Exclusion of students from CCAs:
Students are expected to follow the “Student Behaviour Rules”, if there are problems the section
teacher and section head will be informed and appropriate disciplinary actions follow. Parents will be
contacted in any instance of inappropriate behaviour.
Following this process, should there be continued problems then it may be deemed that the student
should be excluded from continued attendance of the CCA either temporarily or permanently.
Late parental pick-up: collection is 4:15pm-4:20pm, and after 4:20pm is regarded as being late. Whilst
emergencies may delay student pickup in exceptional circumstances, should this become habitual then
the issue will be discussed with the parent. As a last resort the right to exclude a student from the CCAs
may be necessary.
Please Note: After school, children not attending an CCA, must be supervised by a parent or allocated
guardian.
8
CCA Cancellation / Make-up Policy:
17. Cancellation of an CCA after Enrolment:
When too few students enrolled for an activity, the Student Services department reserves the right to
cancel a class. Tuition will be refunded or assistance provided to find alternate available CCAs (where
possible).
For Specialist Instructor run CCAs it may be possible to run a smaller class with slightly raised per
student tuition fees, in such situations the parents will be contacted to outline the situation. If the
parents decide not to continue, the class will be cancelled and any pre-paid tuitions will be refunded.
18. Lesson make-up policy:
Faculty run CCAs - there are no makeup lessons for these CCAs.
Specialist Instructor run CCAs - will run as per CCA schedule, where a substitute instructor will run the
CCA in case of instructor illness. Where this is not possible the class will be cancelled and that class
tuition refunded.
Peripatetic Music and Language CCAs - makeup lessons will be organised on a case-by-case basis by the
peripatetic teacher if they are sick or unavailable. (See pages 13-14 for procedures for Peripatetic Music
make up lessons and pages 16-17 for procedures for Peripatetic Language make-up lessons)
Please Note:
School curriculum activities take precedent over CCAs. Field trips are generally completed by the end of
the regular school schedule and as such don’t usually affect the CCA programme schedule. There are no
make-up lessons if a trip takes place on an CCA day and a student can’t attend an CCA.
19. Wet weather / Air pollution situations:
Sports CCAs held outside will continue if raining lightly and will only come indoors if HEAVY rain or
thunder/lightning persists. If the weather is cold or wet please provide your child with an extra set of
clothes to change into for the journey home, or to keep warm.
If the levels of Air pollution exceed the parameters as set out by the school policy or if extreme wet
weather affects an outdoor run CCA the following protocols will be followed:
Faculty run CCAs: Children will either, go to the MPR and participate in a joint alternative sports activity
or the teacher will organise an alternate classroom based set of supervised activities. (This will be
arranged based on organisational convenience.)
Specialist instructor run CCAs: Wet weather / air pollution, the CCA will be held in an alternative
location or cancelled. Refunds will be made at the end of the semester for any cancelled classes.
Please Note:
In the case of Typhoon, or other class/school level closure the main TES school policies will be followed.
9
Useful Information - Faculty run CCAs:
20. Changing clothes procedure for Sports related CCAs:
Children not in PE kit need to change into “any” sports kit as per the requirements of the CCA – see
“Annual CCA Schedule” brochure for outline of individual CCA requirements.
Children may change in their classroom or nearby toilet, as they prefer. To save time, some indoor sport
CCAs only requires a change of footwear.
Please Note:
When specialist equipment is compulsory, like shin-pads for football, any child not wearing them
will not be able to participate in the activity that week.
21. Faculty unavailability for CCA:
At times during the term, it is possible that a Faculty-run CCA teacher is sick or has parent-teacher
meeting duties. In such situations, a substitute staff will be available to supervise the students so that
they will be available for their normal after-CCA pick up. Where possible the regular CCA will be run as
scheduled.
22. Section only - run Homework Clubs:
The German and French sections run homework clubs after school, focusing on supporting the children
in their section; these are not open to other sections.
These Sections specific CCAs will also follow CCA enrolment process.
Therefore, the time and days will be included in the Annual CCA Schedule to assist parents with CCA
planning.
23. FOBISIA Primary Games:
Whilst FOBISIA is enrolled via the system, it is organised, by Mr. Peter Poulton FOBISIA Coordinator, as a
separate system from the CCA progamme. If your child wishes to participate in the FOBISIA Primary
Games you should read through the FOBISIA Parent Information for a given academic year.
Please Note:
FOBISIA Try-Outs take place at the end of the Semester 1 (Probably in January 2021) with the
selection for the squad made following these Try-outs. Please see the Annual CCA Schedule
Brochure for the Squad continues training dates.
FOBISIA may be scheduled at the same 3:10-4:10pm timeslot as the other CCA programme
options so it is not possible to enrol for both.
10Useful Information - Specialist Instructor run CCAs:
24. Continuing students of progressive skill CCA programme:
Students who have already undertaken a semester or more of a progressive skill will be given the
opportunity to continue to the next level of that progressive skill CCA.
Please note that as we have changed the program in 2020-21, we will not be offering pre-registration as
in past practice. Registration will be available for all at the same time, including progressive skilled CCAs.
Please do mark your calendar to follow the registration schedule if you are interested in enrolling your
child into the CCA program.
New students wishing to participate in a non-beginner level of these progressive skill CCAs will need to
demonstrate previous instruction and appropriate ability to enter the level. Please read through the
prerequisites stated in the individual CCA details, in the “Annual CCA Schedule” brochure.
25. “Annual CCA Schedule” brochure:
The “Annual CCA Schedule” brochure is designed to give parents a clear picture of which CCAs are
available on which day, time, throughout the year. There are two CCA Semesters; Semester 1 from
August to January and Semester 2 from February to June.
The brochure provides detailed explanation of each CCA offered: Faculty run CCAs, Specialist run CCAs,
Peripatetic Music and Peripatetic Language.
The brochure is designed as a guide to parents, however the final schedule may be subject to change, so
the enrolment schedule will be the final confirmed schedule.
The Registration System is updated prior to the start of each semester, and will include any new CCAs
added, or CCAs removed.
11Useful Information – Peripatetic Music and Faculty Music CCAs:
26. Peripatetic lessons as a support to Primary Orchestra
Peripatetic lessons are primarily to support the school primary orchestra /choirs / musical groups.
As these musical instrument group places start from Yr 4 (or section equivalent) the peripatetic lessons
are offered to the junior sections as a priority over the Yr 2 (or section equivalent). Also, due to the age
appropriateness of studying an instrument, please check the “Annual CCA Schedule” brochure for details
on which instruments can be offered to Infant Yr 2 (or section equivalents).
Children who take the instrumental and vocal lessons in the peripatetic programme for more than a year
are required to take part in the faculty run music CCAs, such as orchestra, choir, and ensembles / bands.
27. Continuing students of progressive skill peripatetic music lessons:
Please note that as we have changed the program in 2020-21, we will not be offering pre-registration as
in past practice. Registration will be available for all at the same time, including progressive skilled CCAs.
Please do mark your calendar to follow the registration schedule if you are interested in enrolling your
child into the CCA program.
28. Orchestra, Ensembles/Bands, Choirs:
The orchestra, ensembles/bands and choirs are a full year CCA commitment. There will be
performances throughout the year and students are expected to be able to attend and perform in these
events.
Orchestra players with at least 1 year instrument experience are required, and the Peripatetic lessons
are a primary focus for supporting the student’s development for the orchestra. Children will be split
into groups for various chamber rehearsals. Lunch times may be assigned for ensemble practices when
needed.
Enrolment for these groups will be via the preference selection process, however once the main list of
students interested in joining these music groups has been generated, the lead teacher of the group will
vet the group to ensure there is a balance to groups, in terms of instrument type and student
experience. If deemed necessary, there may be auditions required of new students to ensure they are at
the appropriate level.
Should a student be selected for the music group, their position will be secured and this will result in the
CCA selection automatically going to the top of their original CCA preference ranking.
Please see the “Annual CCA Schedule” brochure for full details on the playing requirements to join the
ensembles and orchestra.
1229. Peripatetic tuitions and times
Tuition fees are 850NT$ per lesson (30 minutes).
Lunch time lessons from 12:30 – 2:00 pm and after-school lessons are from 3:05-5:20 pm.
30. Student supervised after school
For students with peripatetic music classes, parents will need to be able to supervise their child after
school. Parents are responsible for supervising their children who attend ECA Peripatetic class including
that your child is brought promptly to their lesson and collected promptly afterwards.
31. Collection after school
After school CCAs are usually 3:10 - 4:10pm except some Specialist CCAs, Peripatetic Music and
Language lessons. Besides regular school bus (3:10pm), CCA bus service is available at 4:15 pm during
CCA weeks. All students who do not ride the school bus must be picked up by 4:20pm.
Parents will arrange their child’s own transportation when the lesson finishes later than 4:20pm, as the
TES bus service does not run after this time.
32. Make-up lessons
There are 2 allocated make-up lesson slots allocated in each semester, see Annual CCA Schedule
brochure for dates. These are to enable the completion of the course of lessons should there be a
cancellation of a regular scheduled class.
Cancellations by a student are only for the following reasons: Field trip / School curricular activity for
school prevents child being at the lesson. The child is sick.
If a child forgets their instrument (an alternate school instrument will be provided if available) or just
doesn’t turn up for the class, or has an non-school curricular activity which conflicts with the lesson, this
is not a cancellation and the lesson will be marked as having been provided as the teacher is at school
and available to provide the class as scheduled.
Please do not approach the teacher for special dispensation for a cancellation, these may only be
addressed to the CCA office and criteria for these are as per the paragraph above. We advise that
activities or schedules outside of school are made not to conflict with the Peripatetic Music schedule of
your child.
Students are responsible for knowing their lesson time and being punctual. If arriving late, the class will
continue until the scheduled finish time only.
13It is not the responsibility of the peripatetic teacher to go looking for students that have forgotten their
allocated peripatetic time; we ask that parents ensure their children are reminded to attend their
lessons.
If there are field trips on your child’s peripatetic music day, notification of cancellation of the peripatetic
music lesson must be made to the CCA office and peripatetic teacher at least 3 days in advance. If this is
not done there will be no provision made for a make-up lesson.
On occasions when a lesson needs to be cancelled by the teacher, an arrangement will be made with the
student to take a make-up lesson.
Should a child be absent due to sickness, it is your responsibility to contact the teacher directly and with
enough time for them not to make the trip to school for the lesson. In the case of sudden sickness this
would be best done via telephone or text so the teacher is sure to receive the message in time (email is
not be an immediate form of contact). If the notification is not made to the teacher early enough to
prevent the teacher coming into the class, this will count as a lesson provided and not a cancellation.
Make-up lessons will be organised by the teacher directly.
Please note:
It is not the responsibility of the CCA department to keep abreast of all trips or activities across
all sections, so ensure you have informed your peripatetic teacher and the CCA department
should there be a clash which requires cancellation and subsequent make-up lesson.
33. Instrument rental
TES has a number of instruments in stock which are specifically to support the peripatetic music
programme and the after-school CCA music groups.
The CCA department will prepare the instrument and the rental contract. There is a small yearly rental
fee on instruments. A deposit will be left with the school during the period of rental. All deposits will be
refunded to the student’s AOS account, at the completion of lessons and return of the instrument.
Students and parents are required to maintain and return the musical instrument in good condition and
are liable for the instrument replacement if it is lost or stolen, including the cost of rectifying any
damage caused through improper use or storage.
Should we have no instrument available for rent, we will recommend reputable local instrument hire
companies.
Please Note:
Due to the age appropriateness of studying an instrument, we offer Double bass, brass and
woodwind learning to Yrs 3-6 (and equivalent section ages) only.
14 Due to the different lunch schedules, Yr 2 children are limited to the after-school enrolment only
(after 3:00pm).
15Useful Information – Peripatetic Language CCAs:
34. Peripatetic language lesson structure
Peripatetic language lessons are intended to offer children an opportunity to have 1:1 learning time with
a professional language teacher. It is not connected to the curriculum programme of any specific
section.
The teacher will consult the student’s class teacher to clarify student’s level and language needs, and
they will, in discussion with the parents, design and conduct a programme of 1:1 lessons with the child.
Following the formulation of the study programme, any additional materials/books required will be
bought by the parents. (TES Sections have provided recommended course book options to support
different language levels)
35. Peripatetic language tuitions and times
Tuition fees are 1,500NT$ per hour.
Lessons are 60 minutes long, usually 3:10pm - 4:10pm and 4:15 - 5:15pm, however this may be adjusted
in accordance with teacher’s schedule availability (these times will be shown on the registration system)
There are 12 sessions in an CCA semester.
36. Student supervised homework group
For students with late peripatetic language lessons (4:15 - 5:15pm), parents will need to be able to
supervise their child after school. Parents are responsible for supervising their children who attend ECA
Peripatetic class including that your child is brought promptly to their lesson and collected promptly
afterwards.
37. Collection after school
After school CCAs are usually 3:10 - 4:10pm except some Specialist CCAs, Peripatetic Music and
Language lessons. Besides regular school bus (3:10pm), CCA bus service is available at 4:15 pm during
CCA weeks. All students who do not ride the school bus must be picked up by 4:20pm.
Parents will arrange their child’s own transportation when the lesson finishes later than 4:20pm, as the
TES bus service does not run after this time.
1638. Make-up lessons
There are 2 allocated make-up lesson slots allocated in each semester, see Annual CCA Schedule
brochure for dates. These are to enable the completion of the course of lessons should there be a
cancellation of a regular scheduled class.
Cancellations by a student are only for the following reasons: Field trip / School curricular activity for
school prevents child being at the lesson. The child is sick.
If a child forgets and just doesn’t turn up for the class, or has an non-school curricular activity which
conflicts with the lesson, this is not a cancellation and the lesson will be marked as having been provided
as the teacher is at school and available to provide the class as scheduled.
Please do not approach the teacher for special dispensation for a cancellation, these may only be
addressed to the CCA office and criteria for these are as per the paragraph above. We advise that
activities or schedules outside of school are made not to conflict with the Peripatetic Language schedule
of your child.
Students are responsible for knowing their lesson time and being punctual. If arriving late, the class will
continue until the scheduled finish time only.
It is not the responsibility of the peripatetic teacher to go looking for students that have forgotten their
allocated peripatetic time; we ask that parents ensure their children are reminded to attend their
lessons.
If there are field trips on your child’s peripatetic language day, notification of cancellation of the
peripatetic language lesson must be made to the peripatetic teacher at least 3 days in advance (please
copy the CCA office in on this communication). If this is not done there will be no provision made for a
make-up lesson.
On occasions when a lesson needs to be cancelled by the teacher, an arrangement will be made with the
student to take a make-up lesson.
Should a child be absent due to sickness, it is your responsibility to contact the teacher directly and with
enough time for them not to make the trip to school for the lesson. In the case of sudden sickness this
would be best done via an email and call to the ES department. If the notification is not made to the
teacher early enough to prevent the teacher coming to the school, this will count as a lesson provided
and not a cancellation.
Make-up lessons will be organised by the teacher directly.
Please note:
It is not the responsibility of the CCA department to keep abreast of all trips or activities across
all sections, so ensure you have informed your peripatetic teacher and the CCA department
should there be a clash which requires cancellation and subsequent make-up lesson.
17Enrolment Procedures
39. Enrolment Summary
The CCAs are centrally administrated via the online system. The enrolment schedule will be notified to
parents via email, in August for the start of the new academic year and in November for the start of the
next CCA semester.
The enrolment period will be a 4-7 days long period, where the selection of CCAs can be submitted, and
if necessary resubmitted until the closing of the system.
After the CCA Enrolment Submission deadline passes, the CCA department will then take several days to
allocate the CCAs based on the student’s preference selections submitted. Music CCAs and Progressive
Skill CCAs will be vetted by instructors to ensure the list of students is eligible based on factors such as
proficiency, age, etc.... Auditions for music maybe necessary and for progressive skills, new students
may be asked about their previous experience and knowledge (as per the requirements given in the CCA
descriptions).
The allocation process is managed by the computer system based on preference ranking (see below).
Following this process, the CCA allocations for each student will be automatically uploaded to each
individual student’s CCA schedule page. Parents can go in their child’s account and see the schedule.
41. Preference Ranking CCA Allocation:
This CCA allocation method allows the children to rank their preferences for CCAs, no. #1 representing
their top preference.
The CCA enrolment interface allows 7 CCA preference selections (no.#1-7). All these preferences of CCAs
are ones that the child will be happy participating in.
Please Note:
If a child doesn’t like an CCA please do not select the CCA in their preference. An CCA works best
when all the children love what they are doing. This is the goal of running an CCA.
FOBISIA will be placed as a non-ranked preference as there is no restraint in the number of
students able to attend Try-Outs, however if the FOBISIA timeslots clash with another CCA
chosen the FOBISIA option will override/block the other CCA and not enable selection.
Parents can also select how many CCAs their child would like to attend each week. If the parent would
like 3 CCAs a week, then the allocation will attempt to select 3 CCAs from the 7 CCA preferences. This
final allocation will be based on the CCA preference selection process outline below:
18The number of CCA’s allocated for each student will ultimately depend on the demand for various CCAs,
and whilst a parent may wish for 5 or more CCAs this will only be possible based on demand and supply
conditions.
The goal of the preference ranking system is to allocate fairly across the whole student body, so that all
children have some opportunity to participate in 1 or more CCAs that they like.
Please Note:
At Yr 2 level: it may be possible to take more than 1 CCA depending on the demand for a given
CCA.
From Yr 3-6 level: there are more Faculty CCAs available in addition to Specialist CCAs and
Peripatetic Music and Language CCAs, so it is possible to have 2+ CCAs depending on the
demand for a given CCA.
42. The Preference Selection Process:
Any pre-registered progressive skill CCAs or pre-registered progressive peripatetic music CCAs will be
automatically placed at the top of a student’s preference ranking. Additional CCAs will only be able to
take lower preference ranks.
Faculty music CCA groups will also be vetted to ensure appropriate proficiency and balance of
instruments for the successful running of the group. Auditions may be required by the band directors as
needed. Allocation of these preferences will then be raised to the top of a students’ preference ranking
submission.
Following this, preference ranking selection will be based on the following criteria:
1. All CCAs will list out a full student roster of names ranked by order no. #1-7 of the preferences
selected.
2. Students that have listed a preference as no.# 1 will be allocated over student’s of lower
preference number.
3. Should supply of places remain, after all preference no. #1 places are allocated, then the places
will go to the students with the next highest preference no. # and will be allocated over
student’s of lower preference number.
4. This process will continue until all spaces are allocated or no more preference requests remain
on the list.
5. In the case of demand for the CCA far outstripping demand there will be a weighted set of
parameters used in an algorithm to separate and allocate the place on a fair basis.
6. Following the allocation made by the algorithm, should there be students that equally satisfy
the parameters then the places will be made as a lottery.
1943. Weighting Algorithm:
As per point 5 in the Preference Selection Process, in the event of more demand for a place than supply,
a weighting algorithm will be used to allocate the limited places on a fair basis. The basis of this will be
ensuring students who have not received CCAs previously, have a greater weighting over those students
that have received CCAs previously.
The algorithm will allocate a value to the student and then allocate any remaining places based around
this value compared to the other students.
Please Note:
The system will automatically eliminate day/time choice clashes. i.e. if you have 3 preferences
for a specific day/time then once one of these has been allocated the other ones will be removed
from the allocation process automatically.
The system will automatically deny CCA selections which are not in your child’s year group.
44. Allocation of CCAs
The enrolment system will be open for a 4-7 days to allow parents sufficient time to make their child’s
CCA preference selection.
The following 2-4 days is set aside for the allocation process (described above).
The notification of each child’s CCA will be available at the start of the following week (the schedule
dates will be announced by email to parents each semester), viewable on each student’s account. There
is a weekly schedule function which enables parents to see the enrolled CCA’s each day and at specific
times. Please make sure that your children are clear of their schedule. Print a copy to give to the child
to keep in their bag.
Once the automated CCA allocation has been completed, any left-over seats are allocated manually on a
first-come first-serve basis (please see page 5. 6. Left-over CCA place allocation for the details of manual
enrolment).
Please remember: There is NO switching of CCAs possible following the automated enrolment
allocation.
After the CCA programme starts only newly arriving students will be offered CCA places that remain
open following the CCA main enrolment.
Please Note:
The system cannot collate schedules across siblings, and whilst it is hoped that the CCA schedules
will fit for parent scheduling, given the extensive range of CCAs taking place a different times for
different age groups, this cannot be guaranteed.
20 There is the option of attending the Sections run Homework Group for siblings waiting if there is
no CCA for them at the same time as their brother/sister’s CCA.
Parents need to evaluate this when making preference selection submissions for their children.
The system only runs one time and by submitting their child’s CCA preferences parents are
agreeing that their child can and will take up the final schedule of CCAs allocated. Requesting
change after allocation is not possible under this system.
21CCA payment process:
45. AOS payment system:
The AOS (Activity Ordering System) is where CCA tuition payments will be taken from. Parents need to
ensure they have placed sufficient monies on their family accounts to cover the number of CCAs they
wish to have for all their children. Parents will have the opportunity to do this at any time before the
end of the week’s enrolment duration.
The enrolment system has now been integrated with the AOS system, so that the amount of monies on
the family account will be shown on the registration page (for parent’s ease of reference).
By confirming your child’s preference selection for CCAs you are agreeing to the automated transfer of
tuition payments from your family account.
On your CCA registration page it will inform you of the maximum cost required to place on the family
account should you receive the number of CCAs you requested.
E.g. You chose 3 CCAs, the deposit transferred will take the 3 most expensive CCA preference and inform
you of the cost.
Upon confirming your choice of CCA preferences, a deposit of equal to this maximum tuition fee
amount, is transferred from the account to the CCA activity account. However, should the final
allocation be cheaper than this amount, any excess monies deposited will be returned to the family AOS
account automatically.
Please Note:
For information on refund policy see page 6.
Parents will be able to follow what monies have been transferred by checking their AOS/COS
statements online. The transaction will be seen as a deposit transferred (at CCA submission),
then when the CCA allocation is confirmed, the deposit will be returned and the actually CCA
tuitions amount transferred.
Refunds from AOS are only made upon a child leaving TES (as per TES policy)
A record of payment amounts will also be clearly displayed on the account.
If you submit multiple requests for CCA submissions over the course of the enrolment week
(change your mind on submissions) the deposit made on the original submission will be returned
and the new deposit for the new selections will be made. Multiple changes to the CCA submission
will lead to this process being carried out repeatedly and will be seen on the family account
transaction log as multiple deposits and returns.
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