Cheat Sheet for the Sea Cheat Sheet for the Sea SystemSystemBegin with iWeb. Sign in - select Employee Services/Staff Begin with iWeb. Sign in - select Employee Services/Staff

Development.Development.

Sea System Application (Prior Sea System Application (Prior Approval)Approval) (click to open hyperlink) (click to open hyperlink)

• New or Edit/Review Activity ProposalNew or Edit/Review Activity Proposal • All Other Activities (This is an activity that is taking place or All Other Activities (This is an activity that is taking place or

being hosted by an agency other than Craven County Schools and being hosted by an agency other than Craven County Schools and usually is not taking place at a Craven County School site).usually is not taking place at a Craven County School site).

• Briefly Describe the Professional Development Briefly Describe the Professional Development Activity and include the Activity and include the LocationLocation of the Activity. of the Activity.

• Describe the RelationshipDescribe the Relationship of the Professional of the Professional Development Activity to your Building's School Development Activity to your Building's School Improvement Plan and the North Carolina Improvement Plan and the North Carolina Standard Course of Study.Standard Course of Study.

• The relationship of an activity to the SIP is not The relationship of an activity to the SIP is not the same as the description. This is a the same as the description. This is a separateseparate questionquestion. .

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

NOTE:NOTE:• All outside activities that are not provided by All outside activities that are not provided by

Craven County Schools must receive prior Craven County Schools must receive prior approval.approval.Prior approval is Prior approval is necessarynecessary to comply with state to comply with state regulations, which require an LEA to determine regulations, which require an LEA to determine the appropriateness of awarding renewal credit the appropriateness of awarding renewal credit for a specific activity for a specific activity in advancein advance of the activity. of the activity.

• PRIOR APPROVALS HELP AVOID PRIOR APPROVALS HELP AVOID MISUNDERSTANDINGS REGARDING MISUNDERSTANDINGS REGARDING QUALIFYING ACTIVITIES AND REDUCE THE QUALIFYING ACTIVITIES AND REDUCE THE POSSIBILITY OF AN EMPLOYEE PAYING TO POSSIBILITY OF AN EMPLOYEE PAYING TO ENROLL IN AN ACTIVITY FOR WHICH ENROLL IN AN ACTIVITY FOR WHICH RENEWAL CREDIT WILL NOT BE AWARDED.RENEWAL CREDIT WILL NOT BE AWARDED.

Participating TeachersParticipating Teachers1.1.Name Name  This is the way it will appear on  This is the way it will appear on correspondence from the Sea System. correspondence from the Sea System. (ex. Mrs. Burroughs)(ex. Mrs. Burroughs)

E-mailE-mail District Domain ? Use your District Domain ? Use your district e-mail, (district e-mail, (Copy/Paste)Copy/Paste) insert in e- insert in e-mail slot, and DO NOT click box to the mail slot, and DO NOT click box to the right.right.((((GO TO GROUP WISE…SELECT ((((GO TO GROUP WISE…SELECT NAME….GET E-MAIL NAME….GET E-MAIL

ADDRESS…..ADDRESS…..COPYCOPY…..…..PASTEPASTE))))))))

WE HAVE MORE WE HAVE MORE PROBLEMS WITH PROBLEMS WITH

INCORRECTINCORRECT E-MAIL E-MAIL ADDRESSES THAN ADDRESSES THAN

ANYTHING ELSE IN THE ANYTHING ELSE IN THE SEA SYSTEM ---- SEA SYSTEM ---- TO TO

PREVENTPREVENT -----COPY----- -----COPY-----PASTE!!!!!PASTE!!!!!

PLACE ON HOLDPLACE ON HOLD

• Record the Proposal number. Give Record the Proposal number. Give your principal notice of placing the your principal notice of placing the proposal on hold. Allow 5-7 days for proposal on hold. Allow 5-7 days for approval.approval.

• After 7 days go back to original page, After 7 days go back to original page, select review. Enter the proposal select review. Enter the proposal number. Proposal should say - number. Proposal should say - Status: Status: ApprovedApproved

Sea System – All Other ProposalsSea System – All Other Proposals• To request prior-approval to earn renewal credit To request prior-approval to earn renewal credit

for attending a workshop, seminar, conference, for attending a workshop, seminar, conference, etc., the etc., the employee should complete an All employee should complete an All Other Proposal with the Sea SystemOther Proposal with the Sea System.  .  Requests are to be made Requests are to be made three (3) weeks priorthree (3) weeks prior to the start date of activity. Failure to do so may to the start date of activity. Failure to do so may disallow CEU credit. Requests submitted after disallow CEU credit. Requests submitted after the event risk not being approved.the event risk not being approved.

  After Completion of the Sea System ActivityAfter Completion of the Sea System Activity• Upon successful completion of an activity, the Upon successful completion of an activity, the

employee shouldemployee should completecomplete all surveys from the all surveys from the Sea System and send a copy of the proof of credit Sea System and send a copy of the proof of credit with a copy of the approved Sea System proposal with a copy of the approved Sea System proposal to Linda Phillips at the Central Office. to Linda Phillips at the Central Office. Credit Credit will not be recorded until the appropriate will not be recorded until the appropriate documentation is submitted.documentation is submitted.

  Craven County District Craven County District Activity Template Activity Template

Fill in the BlanksFill in the Blanks• Title of the Activity:Title of the Activity:• Contact Person:Contact Person:• Email Contact: Can be different Email Contact: Can be different

than the Contact Personthan the Contact Person• Phone Contact:Phone Contact:

• Strategic Priorities: (Select only one)Strategic Priorities: (Select only one)• Discipline Focus: (Select only one) Discipline Focus: (Select only one) • Number of Sections: Usually 1Number of Sections: Usually 1• Activity Description: Activity Description: 255 Characters or Less255 Characters or Less• Activity Category: Activity Category: • Activity Start Date:Activity Start Date:• Activity End Date:Activity End Date:• Activity Length: Hours Activity Length: Hours (MUST BE WHOLE (MUST BE WHOLE

NUMBERS)NUMBERS)• Number of CEU’s: Number of CEU’s: 1.=10 hours and .1=1 hour1.=10 hours and .1=1 hour

• Note: Note: If Academic Credit is If Academic Credit is requested, must be approved by requested, must be approved by HR. If Technology Credit is HR. If Technology Credit is requested, must be approved by requested, must be approved by ITC Director ITC Director

Target Audience: Optional - -However, it is a good idea to completethis line

Comments: Homework, Expectations,Etc.

• Prof. Dev. Program: Be careful to Prof. Dev. Program: Be careful to select the correct box. select the correct box. MMust be a ust be a budget that applies to your schoolbudget that applies to your school

• Budget/Participant: This is Budget/Participant: This is per per participantparticipant – please remember this – – please remember this – as participants register, the system as participants register, the system will tally the totalwill tally the total

• Section 1. Location/Time: This is important Section 1. Location/Time: This is important information for participantsinformation for participants

• Presenter (s): Be mindful that presenters do not Presenter (s): Be mindful that presenters do not receive credit – and do not registerreceive credit – and do not register

Copy and submit to Yvonne Burroughs at the Central Copy and submit to Yvonne Burroughs at the Central Office. Allow two weeks – Once activity is entered the Office. Allow two weeks – Once activity is entered the e-mail contact will receive notice from the Sea e-mail contact will receive notice from the Sea System. System. Keep this notice as it will include a link for Keep this notice as it will include a link for you to use to retrieve and/or review the roster.you to use to retrieve and/or review the roster.

When event takes place, have participants initial the When event takes place, have participants initial the roster, roster, make a copy of it, and mail original to Yvonne make a copy of it, and mail original to Yvonne Burroughs at the Central Office.Burroughs at the Central Office.

NEWNEW

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

Paper Prior Approval Form for Paper Prior Approval Form for courses/Independent Studiescourses/Independent Studies

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

REMINDERREMINDERE-MAIL ADDRESSE-MAIL ADDRESS

COPYCOPYAND AND

PASTEPASTE

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

PLAN, ORGANIZE, AND BE PREPARED. PLAN, ORGANIZE, AND BE PREPARED.

• DO PRIOR APPROVAL PRIOR TO EVENTSDO PRIOR APPROVAL PRIOR TO EVENTS• COPY AND PASTE E-MAIL ADDRESSCOPY AND PASTE E-MAIL ADDRESS• PAPER PRIOR APPROVALS GO TO LINDA PAPER PRIOR APPROVALS GO TO LINDA

PHILLIPS WITH COPIES OF EXPLANATIONPHILLIPS WITH COPIES OF EXPLANATION• HAVE PARTICIPANTS SIGN/INITIAL DISTRICT HAVE PARTICIPANTS SIGN/INITIAL DISTRICT

ACTIVITY ROSTERACTIVITY ROSTER• SEND ROSTER TO YVONNE BURROUGHS, BUT SEND ROSTER TO YVONNE BURROUGHS, BUT

KEEP A COPYKEEP A COPY• DISTRICT ACTIVITIES WILL NOT FLIP TO HR DISTRICT ACTIVITIES WILL NOT FLIP TO HR

UNTIL ALL PARTICIPANTS HAVE COMPLETED UNTIL ALL PARTICIPANTS HAVE COMPLETED THEIR SURVEYSTHEIR SURVEYS

• QUESTIONS: CALL YVONNE AT 514-6325 OR E-QUESTIONS: CALL YVONNE AT 514-6325 OR E-MAIL yvonne.burroughs@craven.k12.nc.usMAIL yvonne.burroughs@craven.k12.nc.us

Summary of Required CEUsSummary of Required CEUs  

• This information is included as FYI. This information is included as FYI. The link can be found on the first The link can be found on the first page of Staff Development under page of Staff Development under Employee ServicesEmployee Services

DO NOT DELETE SEA DO NOT DELETE SEA SYSTEM E-MAILSSYSTEM E-MAILS

• Create a folder in Groupwise in which to Create a folder in Groupwise in which to move all your Sea System e-mails. This move all your Sea System e-mails. This will prevent loss. Once you know the will prevent loss. Once you know the proposal is clear, as in approved, the date proposal is clear, as in approved, the date has passed and surveys are complete, you has passed and surveys are complete, you can delete without worry.can delete without worry.

• You can archive the Sea System folderYou can archive the Sea System folder• It is good to have this folder for quick It is good to have this folder for quick

reference and backup when questions reference and backup when questions come about!come about!

Travel ReimbursementTravel ReimbursementThings to RememberThings to Remember

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

The SEA System must be approved prior to the The SEA System must be approved prior to the training.training.