Course Description

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Course Description:

This training is tailored for school clerical staff responsible for supporting facility use coordination at the site level. Staff will gain a clear understanding of their role in reconciliation, compliance, calendar management, and communication with renters, while learning how to use the Facilitron platform effectively.

The course will emphasize district procedures, financial tracking and the importance of maintaining accurate records to support transparency and audit readiness.

Key Topics Include:

• Payroll Reconciliation & Submission: Documenting and reporting staff hours related to events held at the site.
• Funds Distribution Tracking: Understanding ACH payment reports received from the district and processing check requests for staff (e.g., teacher use).
• Account Strings: Locating operational funds for supplies reimbursement
• Waivers & Indirect Costs: Reviewing what's allowed under district policy and when waivers apply.
• Audit Recordkeeping: Maintaining documentation to ensure readiness for internal and external audits.
• Blanket Facility Use: Verifying compliance for parent groups and volunteer organizations, per state/federal and district guidelines.
• Communication with Renters & Community: Responding to inquiries and guiding community members through procedures and expectations.
• Injury Procedures: Knowing what to do when an injury occurs during a reservation.
• Calendar Oversight: Managing the school calendar to avoid scheduling conflicts and ensure efficient site use.
• Software Training: Navigating Facilitron for reservation visibility, calendar access, documentation, and tracking.
• Compliance Monitoring: Ensuring access is not granted to suspended, revoked, or out-of-compliance groups until proper clearance is verified.

Learning Outcomes: Clerical staff will leave with a clear understanding of their responsibilities in managing site-level facility use processes including special payments payroll procedures. They will gain practical skills in using Facilitron to support policy compliance, calendar coordination, and accurate reconciliation in partnership with the district.

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