KRI Contract Administration Workshop

Welcome!

Chile, Japan, China, Mexico, Thailand South Africa, Peru, U.S., Canada and more!

Contract Management KRI Staff

• Harbhajanji, Executive Manager

• Harbhajan Kaur, Contract Manager

• Padmani Kaur, Certification Assistant

Purpose of This Workshop 1. Provide training and resources for anyone who is responsible for

contract administration for a teacher training.

2. Provide the administrative education requirement for individuals who are applying to become either a Professional or Lead Trainer in the Aquarian Trainer Academy.

3. Present an efficient and easy-to-follow system for completing contractual obligations and administrative requirements – to save time and avoid frustration.

Handouts • Handouts: U.S./Canada and International Workshop will follow the order on the administrative checklist. The basic forms for contract administration are included.

• Attendance slip Be sure to complete and turn by the end of the workshop. The slip will be used to record your participation.

Why a Contract? • In the early days, students learned to teach Kundalini Yoga by

example and through personal relationships with established teachers who had learned directly from Yogi Bhajan.

• Over time, formalized teacher programs were established; first in Europe and then in the U.S. and around the world.

• By 1996 or so, YB stated that teacher trainings need to stand up in a court of law with certifications and documentation to support an international certifying system.

• In other words, a fully developed system of teacher training credentials that would stand up to scrutiny.

Why a Contract? (cont’d.)

• Eventually KRI became the institute responsible for setting the standard and maintaining the integrity, quality and caliber of teacher trainings in Kundalini Yoga as taught by Yogi Bhajan®.

• KRI Teacher training continues to grow. In 2015 there were 252 KRI Level One programs around the world (increased from 205 in 2013 and 227 in 2014).

• Today, teacher trainings have been held in over 50 countries and over 30 languages, with more than 3,500 graduates each year.

• To ensure that consistent quality, standards and program recognition are upheld globally, every one of these many courses must be contracted by a Lead Trainer, and then approved by KRI.

Purpose of the Contract • The contract serves as the business interface between each

teacher training program and KRI. • It provides the details and requirements that ensure consistent

course quality and content, proper completion of student certifications and all other contractual requirements. Some countries have developed regulatory requirements for yoga teacher

trainings and may conduct course and documentation reviews. Regulatory reviews may include verification of curriculum content, training

hours, certification requirements and more. When encountering such a review, KRI’s teacher training system has been

found to meet over 90% of regulatory criteria.

The Contract Reflects Value

1. Recognition: KRI approved programs are highly regarded and internationally recognized.

2. Credentials: KRI teacher training graduates can be confident of their credentials when presenting their certificates. They will be recognized as a teacher of Kundalini Yoga as taught by Yogi Bhajan® anywhere around the world.

3. Certification: Level One graduates are internationally qualified to pursue their KRI Level 2 certification, and in the near future, to apply for the Level 3 experience.

4. Regulation: KRI teacher training programs have been shown to stand up under regulatory review in a global environment.

The Contract Who is responsible? • Only Lead Trainers may license a KRI teacher training contract. As

an independent contractor, the Lead Trainer agrees to take full responsibility for all aspects of a program, including: Comprehensive delivery of course content and curriculum. Ensure quality of experience for the students on every level (training team,

environment, support and more) Meet all financial and administrative obligations – today’s topic.

• That means there must be someone associated with every training course who is familiar with the administrative process.

Responsibilities (cont’d.)

• The Licensing Lead Trainer may delegate certain responsibilities to a local administrator or organizer.

• KRI recommends use of the online Lead Trainer – Organizer Agreement to confirm commitments and help avoid misunderstandings.

• Delegated responsibilities may include completion of contractual obligations such as making royalty payments and managing student certification.

• While completing their responsibilities, administrators or organizers are often in touch with KRI on behalf of the Lead Trainer. If any difficulties arise, they are referred back to the Lead Trainer, because the contractual relationship is between KRI and the Lead Trainer.

Goals Today

1. Identify four basic components of the administrative process.

2. Understand the importance and priority of each component.

3. Review how to complete each component in a manageable way.

The Four Basic Components: 1. Contract

2. Royalties 3. Student Certification 4. Student Documentation

• Each of these components is a section on the checklist in the

handouts. Use the checklist as an organizational tool - track administrative

requirements and due dates. Set up a copy of this checklist for each new teacher training.

Priorities

1. Get the contract in on time.

2. Make sure royalties are paid on schedule.

3. Timely completion of student certification.

Priorities (cont’d.)

• Within these priorities, KRI recognizes there may sometimes be

circumstances which need some flexibility. • There may be a need to account for:

Unique circumstances in different regions in the world or in local economies.

Some informal practices from the past that still exist here and there.

• KRI works with trainers and administrators to achieve alignment with requirements in a way that supports everyone.

• If unusual circumstances come up, please get in touch with KRI. We will work with you to help resolve unexpected situations.

Contract Submission Submit contract as early as possible.

– Submit as soon as course location, dates, prices and training team are decided.

– Submit at least 2-4 months before start date – Be sure to enter start and end date for each classroom session.

Record program number when contract receipt email received. – Use as reference on all KRI administrative communications and forms. – Each program number is a unique id for that course.

Important Points

1. Why it is important to get contracts in on time: – There must be an approved contract before a course is promoted. – An approved contract means the course will be listed as a KRI approved

course on the KRI website. – Questions or issues may come up during the contract review. On time

submission allows for follow up communication between KRI and the Lead Trainer.

2. Waiting to see if there is enough interest for a course? Don’t wait! Get the contract in – it only takes 10 minutes! Then the course can be promoted. If the course doesn’t happen, the contract can be cancelled.

To submit a contract, go to the KRI website

www.kundaliniresearchinstitute.org

Cursor on: Teacher Training Click on: Trainer Support

Click on: KRI Trainer Portal

www.trainerportal.kriteachings.org

Login here

Click on Login

Trainer Portal Home Page Click on: Contracts Tab

Click on: Create Level One Contract

1. Contract Intro

2. Licensee information (auto-fills)

• Enter required field for phone number • Make updates

3. Program Information • Agreement Dates (First and Last Class Dates) • Course Location

4. Classroom Dates • Start and end date for each classroom session

5. Registration fees • Full price, early bird, discount

10 Easy Steps to Submit a Contract

10 Easy Steps to Submit a Contract (cont.)

6. Administrator information

7. Training Team: • Select from menu

8. Check boxes for contract terms • Save as a draft at any time

9. Submit when ready • Generates Lead Trainer electronic signature

10. Contract submitted - confirmation

After Contract is Submitted (Part One)

1. Email confirmation is automatically sent to licensee and administrator. Includes Program Number.

2. Contract is listed as “submitted” in Trainer Portal. 3. KRI Contract Manager reviews contract.

• Lead Trainer will be contacted if there are questions about the contract. • If any trainers on the team have let their trainer license expire, the Lead

Trainer will be notified.

4. After the contract review is complete, approval is issued. • Approval email is automatically sent with PROGRAM NUMBER • Contract is listed as “approved” in Trainer Portal.

5. Program is listed on KRI’s international online training directory.

After Contract is Submitted (Part Two)

1. Email confirmation includes reminder to provide PR and

insurance. 2. Provide proof of insurance if required in your country or region.

3. Provide copy of PR (promotional material) for review according to KRI PR guidelines. Edits or adjustments may be requested.

4. The PR guidelines create consistent global recognition of KRI approved trainings and certifications. • The designated logos, images and format of the PR allow recognition of KRI

approved courses compared to non-KRI “teacher trainings” that are sometimes held by individuals who are not affiliated as KRI trainers.

Checklist Email PR material for review (requires an approved contract)

– Use standardized PR graphics and general PR guidelines.

Contract approval issued after review and all is confirmed within KRI guidelines.

Book Order: Aquarian Trainer & Master’s Touch book.

– U.S./Canada: KRI online Teacher Training Discount store – International: current KRI authorized distributor for your region

Royalty Payments Due date: ________ (Due within two months from start date of

program.) U.S./Canada: include separate IKYTA student memberships payment. International: optional 5% to NKYTA due at same time as royalty to KRI.

Email royalty form and initial student contact list. Use online templates for both forms.

Coordinate payment method as needed with KRI Contract Manager. PayPal, credit card, bank wire, check.

Note:

KRI wishes to acknowledge work that is underway in collaboration with IKYTA, and the Coordinator of National Teachers Associations. A shift has begun which moves towards the entire royalties being paid to KRI and full association memberships for students paid to the Associations.

Certificates Email updated student contact list at or near end

of program On the list, indicate who will certify, who is pending,

and anyone not certifying. Allow 10 business days for preparation, plus adequate

delivery time

In the email: State this is a request for certificates Include postal address where package shall be mailed

for Lead Trainer signature.

Important Points

• When certificates are issued, the student lists are used by KRI to create individual certification records for each student.

• When “pending” students have completed their certifications, email a notice to KRI so their record can be updated.

• These records start important qualification and verification history for each student as they move into Level 2 and Level 3, and maybe some day apply to the Aquarian Trainer Academy.

Student Documents U.S. & Canada . . . . . International Send to KRI within six weeks of course end

(electronically if possible)

Certification Requirements Form (International: send with certificate request)

Code of Professional Standards 20 KY Class/WTY Form Student’s Graded Exam

Student Documents - Important Points

• Student documentation is mandatory as proof of qualification for issuing certificates.

• Proof of qualification is a key requirement, particularly if ever needed for student verification or regulatory review.

• KRI depends on Lead Trainers to keep student documents on file.

• Responsibility for student documentation may be delegated to a local organizer or administrator.

• The CRF is an upcoming requirement for all programs worldwide.

Resources • Use the admin checklist for your programs. • Go to the KRI website for information and updated documents. • Still have questions? Email the KRI Contract Manager.

Administration for Level Two and 21 Stages of Meditation • Similar to Level One and simpler! • Resources and guidelines for all Levels are online. System and Website Updates Soon!

Final Comments 1. This workshop was designed to help make your job easier:

• As a New Lead Trainer. Establish organized habits for yourself and when delegating to others.

• As a Professional Trainer or Lead Candidate. Administrative ability is being included as an Academy requirement.

• Local organizers and administrators who often are also in the Academy, and are the glue that holds everything together.

2. Everyone’s commitment will help make all our jobs easier!

Final Comments (cont.)

3. An Letter of Completion of this workshop will be sent to each

participant – be sure to turn in your attendance slip.

4. If you are an Aquarian Academy member, completion of this workshop will be recorded in your trainer record.

5. When completing your evaluation of the Trainer Forum, please include your comments about this workshop.

Thank you for being here today! Questions.