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TAIPEI EUROPEAN SCHOOL

Primary - ECA Charter

2019-20

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Primary- Extra Curricular Activities (ECA) Charter

Contents Page:

Basic ECA Information:

1. TES Educational Services ECA mission statement: 4 2. Communication with TES Parent community: 4 3. Types of ECAs: 4 4. Contact window: Educational Services ECA office: 4

ECA Enrolment:

5. TESmile Enrolment onto ECAs & AOS payment system 5 6. Left-over ECA place allocation: 5 7. Late-enrolment: 5

ECA Tuition:

8. Registration fees: 6 9. Tuition payment process: 6 10. Refund policy: 6 11. Long –Term Illness or Injury: 6

ECA Delivery and Collection:

12. Children ECA delivery procedure: 7 13. Children collection procedure: 7

ECA Student Behaviour / Exclusion:

14. Student Behaviour Rules: 8 15. Parent Responsibilities: 8 16. Exclusion of students from ECAs: 8

ECA Cancellation / Make-up Policy:

17. Cancellation of an ECA after Enrolment: 9 18. Lesson make-up policy: 9 19. Wet weather situations / Air pollution situations 9

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Useful Information - Faculty run ECAs:

20. Changing clothes procedure for Sports related ECAs: 10 21. Faculty unavailability for ECA: 10 22. Section only - run Homework Clubs: 10 23. FOBISIA Primary Games: 10

Useful Information - Specialist Instructor run ECAs:

24. Continuing students of progressive skill ECA programme: 11 25. Re-enrolment for progressive skill ECAs: 11 26. “Annual ECA Schedule” brochure: 11

Useful Information – Peripatetic Music and Faculty Music ECAs:

27. Peripatetic lessons as a support to Primary Orchestra: 12 28. Continuing students of progressive skill peripatetic music lessons: 12 29. Orchestra, Ensemble/Bands, Choir: 12 30. Peripatetic tuitions and times: 13 31. Student supervised homework group: 13 32. Collection after school: 13 33. Make-up lessons: 13 34. Instrument rental: 14

Useful Information – Peripatetic Language ECAs:

35. Peripatetic language lesson structure: 16 36. Peripatetic language tuitions and times: 16 37. Student supervised homework group: 16 38. Collection after school: 16 39. Make-up lessons: 17

TESmile Enrolment Procedures:

40. TESmile Enrolment Summary: 18 41. Preference Ranking ECA Allocation: 18 42. The Preference Selection Process: 19 43. Weighting Algorithm: 20 44. Allocation of ECAs: 20

ECA Payment Process:

45. AOS payment System: 22

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Basic ECA Information:

1. TES Educational Services ECA 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 ECA programme is available equally to students across all sections of the school and the access to join ECAs is provided in a fair process.

The ECA coordinating team endeavour to maintain a high quality of ECA provision across the ECA programme. The “ECA Charter” explains all aspects of the ECA programme and how it is managed.

2. Communication with TES Parent community:

The ECA programme requires massive logistics to provide over 1,100 students’ ECAs each week, and as such there are 5 main ways of providing essential information to parents:

• ECA Charter (this document) - outlines the procedures, processes and rules regulating the ECA programme.

• Annual ECA Schedule brochure - outlines all the annual activities on offer. • TESmile - the live online enrolment system. • Email from ECA department – key notices / reminders.

3. Types of ECAs

• Faculty run ECAs – teacher run / supervised activities after school. E.g. Sports, Music, Hobbies, and Homework clubs. (generally Junior school age groups)

• Specialist instructor run ECAs – professional specialist teachers / instructors / coaches run these. E.g. Dance, Art, Cookery, Sport, Language, Hobby, etc… (Infant and Junior age groups)

• Peripatetic Music ECAs – professional music teachers run individual classes. (Junior school age groups as the priority in support of Orchestra, Jazz band, Ensemble groups)

• Peripatetic Language ECAs - professional language teachers run individual classes. E.g. English, French and German.

4. Contact window: Educational Services’ ECA office:

The Educational Services’ ECA department will be the point of contact for all enquiries related to the ECA programme, from enrolment issues through to communications with the teachers/instructors. Please do not approach the ECA instructor or Section secretaries, but contact Educational Services:

Ms. Tracy Tsao, EPC ECA Assistant Secretary (02)8145-9007 ext. 1801, tracy.tsao@tes.tp.edu.tw Ms. Joyce Chen, EPC ECA Supervisor (02)8145-9007 ext 1820, joyce.chen@tes.tp.edu.tw

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ECA Enrolment:

5. TESmile Enrolment onto ECAs & AOS payment system:

All enrolment will take place via the TESmile system and all payment will go through the Activity Ordering System (AOS). The TESmile system enables parents to enrol onto their children’s ECAs, from any computer or mobile device.

The TESmile enrolment process is a “preference selection system”, whereby parents will assist their child to make a list of ECA preferences which are then allocated by an automated system.

(See details of the TESmile Enrolment Procedures pages 18-20)

All TESmile 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 TESmile ECA user interface.

The new academic year “Annual ECA Schedule” brochure will have the full ECA schedule. The ECA 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. • ECAs are arranged by year group, students from outside that year group are not allowed to join

a year group specific ECA.

6. Left-over ECA place allocation:

There are no waiting lists under the new ECA selection method. Following the automated ECA allocation, a second round of enrolment is done manually on a first-come first-serve basis whereby parents can visit the ECA office to see enrol their child in ECAs on days in which their child doesn’t have an allocated ECA already. The ECA office announces details of left-over ECA places following the main enrolment process. The available places will only be available to students that do not already have an ECA on a given day. It is not possible to request switches to these ECAs once the allocation has been completed.

7. Late-enrolment:

Enrolment will be completed by the start of the ECA programme; however the ECA team will be able to help any new TES students that missed the original enrolment process, to register to ECAs which have remaining spaces.

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ECA Tuition:

8. Registration fees:

Faculty run ECAs: Registration fee of NT$400 + materials costs (per ECA, per student, per semester) Specialist instructors run ECAs: Registration fee included in tuition fees. Peripatetic Music / Language ECAs: Registration fee included in tuition fees.

Registration fees are used to cover the costs of ECA supervision staff employed to ensure security and safety of the students after school hours. 9. Tuition payment process:

The payment of tuition is automatic from AOS when submitting your ECA Enrolment selection via TESmile. Parents put their child’s preferences down on the TESmile ECA enrolment page, and press “Submit Preferences”. An amount equal to the maximum tuition required to pay for the number of ECAs requested will be taken automatically from the family AOS. If there is “insufficient funds” on the family’s AOS account, the TESmile 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 TESmile system. You can then complete the TESmile “Confirm Preferences”.

10. Refund policy:

The ECA preference selection enrolment requires parents to only select ECAs which their child will be happy and available to participate in. Following the automated allocation of the ECA 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 ECA allocation has been completed.

Please Note: • Any exclusion of a child from an ECA, due to ill-discipline, repeated un-notified absences,

repeated late collection following the ECA, 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 ECA they had paid for, then their place in the ECA will be postponed and reserved for the next semester.

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ECA Delivery and Collection:

12. Children ECA delivery procedure:

a. Infant delivery: A class assistant will bring the children to the ECA meeting point (in front of the Infant Hall) at 3pm after school finishes. The children will be supervised by TES ECA supervision staff and taken to their ECA classroom. (Exception: Ballet and Jazz dance please see class description in Annual ECA Schedule)

b. Junior delivery: In the first week of the semester, junior ECAs students will go to the MPR to meet their teacher and be escorted to the ECA classroom. After this they will go independently to ECAs each week. (Children must go direct from class to ECA, no play in campus unsupervised)

13. Children collection procedure:

a. Attendance Record – ECA classes. • The ECA programme requires full attendance of all students registered. • If a parent or guardian comes to pick up a child, they must inform the ECA office and

Section office. • Any non-attendance causes a security / safety concern. • Students must get to their ECAs on time, as attendance is taken at the start of the ECA. • It is the responsibility of the parents to inform the office in advance of pick up.

b. Parent pick-up – after ECA classes • All children will be delivered by the ECA instructor to the allocated collection point:

Nursery/Reception: Glass Tube entrance Infants: Cafeteria Juniors: Junior Atrium

• We release the children to a “known” parent or guardian at the collection points. • Parents must be acknowledged by an ECA supervisor before leaving with their child. Do not

ask your child to meet you at other locations on campus; collection is from these areas only.

c. Prompt collection • Please ensure you are at school to pick up your child between 4:10 - 4:20pm. The ECA staff

will be providing supervision up until this time and the collection of all students finishes by 4:30pm 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 ECA.

d. School Bus after ECA • After school ECAs are usually 3:10 - 4:10pm except some Specialist ECAs, Peripatetic Music

and Language lessons. Besides regular school bus (3:10pm), ECA bus service is available at 4:20pm during ECA 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 ECAs. Delivery routes may not go to the same drop off point your child has as part of the full schedule.

• To check the ECA drop off locations following ECAs please contact the Transportation Dept. Ms. Caroline Chen (02)8145 9007 ext.1840, bus@tes.tp.edu.tw.

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ECA 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 ECA 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 ECA department to inform them of this (we will inform the ECA teacher).

• At the end of the day, follow the collection point procedures, i.e. vacate collection points by 4:05pm, and then collect children from the allocated area. If a class is being taken to a collection please do not ask the child to leave without having been to the collection area.

• 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 / ECA supervisor that you have

picked up your child. • Please pick up child by 4:20pm. • Never leave your children unsupervised in the campus (esp. playground area)

16. Exclusion of students from ECAs:

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 ECA either temporarily or permanently.

Late parental pick-up: collection is 4:10pm-4:20pm, and after 4:30pm 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 ECAs may be necessary.

Please Note: After school, children not attending an ECA, must be supervised by a parent or allocated guardian. If your child needs supervision during the ECA time, the Supervised Homework club does this.

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ECA Cancellation / Make-up Policy: 17. Cancellation of an ECA after Enrolment:

When too few students enrolled for an activity, the Educational Services department reserves the right to cancel a class. Tuition will be refunded or assistance provided to find alternate available ECAs (where possible).

For Specialist Instructor run ECAs 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 ECAs - there are no makeup lessons for these ECAs. Specialist Instructor run ECAs - will run as per ECA schedule, where a substitute instructor will run the ECA in case of instructor illness. Where this is not possible the class will be cancelled and that class tuition refunded. Peripatetic Music and Language ECAs - 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 ECAs. Field trips are generally completed by the end of the regular school schedule and as such don’t usually affect the ECA programme schedule. There are no make-up lessons if a trip takes place on an ECA day and a student can’t attend an ECA.

19. Wet weather / Air pollution situations:

Sports ECAs 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 ECA the following protocols will be followed:

Faculty run ECAs: 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 ECAs: Wet weather / air pollution, the ECA 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.

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Useful Information - Faculty run ECAs:

20. Changing clothes procedure for Sports related ECAs:

Children not in PE kit need to change into “any” sports kit as per the requirements of the ECA – see “Annual ECA Schedule” brochure for outline of individual ECA requirements.

Children may change in their classroom or nearby toilet, as they prefer. To save time, some indoor sport ECAs 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 ECA:

At times during the term, it is possible that a Faculty-run ECA 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-ECA pick up. Where possible the regular ECA 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 ECAs will not be part of the TESmile ECA enrolment process, but enrolled via the section offices. However, the time and days will be included in the Annual ECA Schedule to assist parents with ECA planning. (Please don’t select an ECA at the same time!)

23. FOBISIA Primary Games:

Whilst FOBISIA is enrolled via the TESmile system, it is organised, by Mr. Steven Milner FOBISIA Coordinator, as a separate system from the ECA 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: (Please wait for the latest information of FOBISIA when the school year starts in August 2019.)

• FOBISIA Try-Outs take place at the start of the Semester 1 (usually 6-7 weeks) with the selection for the squad made following these Try-outs. The Squad continues training on the same schedule. (see FOBISIA parents information brochure for details)

• FOBISIA may be scheduled at the same 3:10-4:10pm timeslot as the other ECA programme options so it is not possible to enrol for both. Children that are not selected for the FOBISIA squad, following Try-Outs, will not be able to join another ECA mid-semester.

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Useful Information - Specialist Instructor run ECAs: 24. Continuing students of progressive skill ECA 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 ECA. (Generally this applies from Year 1 progressive skill ECAs and onward unless otherwise stated)

Progressive skill ECAs are:

- Specialist Martial arts (Taekwondo, Brazilian Jiu-Jitsu), Specialist Lego (ESM, SPM Basic, Robot -Advanced), Specialist Dance classes (Ballet, Jazz dance, Hip-hop, Mjkids), Specialist Chess Clubs, Chinese Phonetics, Football Clubs (not Reception age), Musical Group ECA (Orchestra, Lower Choir, Jazz Band, Upper Choir, Flute Ensemble, Harp Ensemble, Beginner Band)

New students wishing to participate in a non-beginner level of these progressive skill ECAs will need to demonstrate previous instruction and appropriate ability to enter the level. Please read through the prerequisites stated in the individual ECA details, in the “Annual ECA Schedule” brochure.

25. Re-enrolment for progressive skill ECAs:

In order to schedule the next semester’s higher level progressive ECA classes, re-enrolment will start prior to the end of the semester; May for the new academic year or November for the post-Christmas semester.

Please Note: • Any progressive skill ECA which is pre-registered will automatically be the no. #1 preference of

the student in their TESmile preference ranking. • If more than 1 progressive skill ECA is pre-registered then it will automatically be no. #1, no. #2,

etc… preference of the student in their TESmile preference ranking.

26. “Annual ECA Schedule” brochure:

The “Annual ECA Schedule” brochure is designed to give parents a clear picture of which ECAs are available on which day, time, throughout the year. There are two ECA Semesters; Semester 1 before the Christmas break and Semester 2 after the Christmas break.

The brochure provides detailed explanation of each ECA offered: Faculty run ECAs, Specialist Instructor run ECAs, 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 TESmile enrolment schedule will be the final confirmed schedule.

TESmile is updated prior to the start of each semester, and will include any new ECAs added, or ECAs removed.

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Useful Information – Peripatetic Music and Faculty Music ECAs: 27. 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 ECA 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 ECAs, such as orchestra, choir, and ensembles / bands.

28. Continuing students of progressive skill peripatetic music lessons:

Students who have already undertaken a semester or more of a peripatetic music lessons will be given the opportunity to continue in the following semester/academic year.

In order to schedule the next semester’s peripatetic music lessons, and in support of the faculty music programme, re-enrolment will start prior to the end of the semester; May for the new academic year or November for the post-Christmas semester.

Please Note: • Any progressive skill peripatetic music ECA which is pre-registered will automatically be the no.

#1 preference of the student in their TESmile preference ranking. • If more than 1 progressive skill peripatetic music ECA is pre-registered then it will automatically

be no. #1, no. #2, etc… preference of the student in their TESmile preference ranking. • Lunch 1:30-2:00 lessons are allowed for French Section only, CP to CM2, due to their school lunch

schedule. 29. Orchestra, Ensembles/Bands, Choirs:

The orchestra, ensembles/bands and choirs are a full year ECA 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 TESmile 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

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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 ECA selection automatically going to the top of their original ECA preference ranking.

Please see the “Annual ECA Schedule” brochure for full details on the playing requirements to join the ensembles and orchestra.

30. Peripatetic tuitions and times

Tuition fees are 850NT$ per lesson. Lunch time lessons from 12:30 pm are 30 minutes and after-school lessons are 40 minutes. 31. Student supervised homework group

There will be a supervised homework group environment for students that are waiting for their peripatetic music lesson. The students are expected to use this supervised time to either complete homework or to read quietly. This supervised class is from 3:10 - 4:10pm.

Registration for this will be after the ECA allocation is completed and parents will need to confirm with the ECA department that they wish their child to join this group. Registration of NT$600 will be managed separately via AOS (not as part of the automated payment via TESmile).

For students with peripatetic music classes from 5:00pm, parents will need to be able to supervise their child between 4:20-5:00pm.

32. Collection after school

After school ECAs are usually 3:10 - 4:10pm except some Specialist ECAs, Peripatetic Music and Language lessons. Besides regular school bus (3:10pm), ECA bus service is available at 4:20pm during ECA 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.

33. Make-up lessons

There are 2 allocated make-up lesson slots allocated in each semester, see Annual ECA 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.

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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 ECA 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. 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 music day, notification of cancellation of the peripatetic music lesson must be made to the ECA 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 ECA department to keep abreast of all trips or activities across all sections, so ensure you have informed your peripatetic teacher and the ECA department should there be a clash which requires cancellation and subsequent make-up lesson.

34. Instrument rental

TES has a number of instruments in stock which are specifically to support the peripatetic music programme and the after-school ECA music groups. There will be a box to tick in TESmile when a

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peripatetic music lesson is added as selection, if ticked you are indicating you need to rent the music instruments

The ECA 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.

• Due to the different lunch schedules, Yr 2 children are limited to the after-school enrolment only (after 3:00pm).

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Useful Information – Peripatetic Language ECAs: 35. 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)

36. Peripatetic language tuitions and times

Tuition fees are 1,500NT$ per hour. Lessons are 45 minutes long, usually 3:30pm - 4:15pm and 4:15 - 5:00pm, however this may be adjusted in accordance with teacher’s schedule availability (these times will be shown on TESmile when registering) There are 12 sessions in an ECA semester, totalling 9 hours of 1:1 learning time.

37. Student supervised homework group

There will be a supervised homework group environment for students that are waiting for their peripatetic language lessons. The students are expected to use this supervised time to either complete homework or to read quietly. This supervised class is from 3:10 - 4:10pm.

Registration for this will be after the ECA allocation is completed and parents will need to confirm with the ECA department that they wish their child to join this group. Registration of NT$600 will be managed separately via AOS (not as part of the automated payment via TESmile).

38. Collection after school

After school ECAs are usually 3:10 - 4:10pm except some Specialist ECAs, Peripatetic Music and Language lessons. Besides regular school bus (3:10pm), ECA bus service is available at 4:20pm during ECA 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.

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39. Make-up lessons

There are 2 allocated make-up lesson slots allocated in each semester, see Annual ECA 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 ECA 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 ECA 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 ECA department to keep abreast of all trips or activities across all sections, so ensure you have informed your peripatetic teacher and the ECA department should there be a clash which requires cancellation and subsequent make-up lesson.

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TESmile Enrolment Procedures 40. TESmile Enrolment Summary The ECAs are centrally administrated via the TESmile online system. The TESmile 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 ECA semester. The TESmile enrolment period will be a 4-8 days long period, where the selection of ECAs can be submitted, and if necessary resubmitted until the closing of the system. After the ECA Enrolment Submission deadline passes, the ECA department will then take several days to allocate the ECAs based on the student’s preference selections submitted. Music ECAs and Progressive Skill ECAs 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 ECA descriptions). The allocation process is managed by the TESmile computer system based on preference ranking (see below). Following this process, the ECA allocations for each student will be automatically uploaded to each individual student’s TESmile ECA schedule page. Parents can go in their child’s TESmile account and see the schedule. 41. Preference Ranking ECA Allocation:

This ECA allocation method allows the children to rank their preferences for ECAs, no. #1 representing their top preference.

The TESmile ECA enrolment interface allows 7 ECA preference selections (no.#1-7). All these preferences of ECAs are ones that the child will be happy participating in.

Please Note:

• If a child doesn’t like an ECA please do not select the ECA in their preference. An ECA works best when all the children love what they are doing. This is the goal of running an ECA.

• 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 ECA chosen the FOBISIA option will override/block the other ECA and not enable selection.

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Parents can also select how many ECAs their child would like to attend each week. If the parent would like 3 ECAs a week, then the allocation will attempt to select 3 ECAs from the 7 ECA preferences. This final allocation will be based on the ECA preference selection process outline below:

The number of ECA’s allocated for each student will ultimately depend on the demand for various ECAs, and whilst a parent may wish for 5 or more ECAs 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 ECAs that they like.

Please Note:

• Reception level: supply is limited; it is the goal to enable students to get their first experience of ECAs prior to going to Yr 1 when the number and variety of ECAs expand. It should be possible for children to participate in at least 1 ECA during an academic year.

• At Yr 1 and Yr 2 level: it may be possible to take more than 1 ECA depending on the demand for a given ECA.

• From Yr 3-6 level: there are more Faculty ECAs available in addition to Specialist ECAs and Peripatetic Music and Language ECAs, so it is possible to have 2+ ECAs depending on the demand for a given ECA, especially as some later ECAs (after 4:20pm) are also available.

42. The Preference Selection Process: Any pre-registered progressive skill ECAs or pre-registered progressive peripatetic music ECAs will be automatically placed at the top of a student’s preference ranking. Additional ECAs will only be able to take lower preference ranks. Faculty music ECA 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 ECAs 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.

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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 ECA 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.

43. 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 ECAs previously, have a greater weighting over those students that have received ECAs 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 ECA selections which are not in your child’s year group.

44. Allocation of ECAs

The enrolment on TESmile will be open for a 4-7 days to allow parents sufficient time to make their child’s ECA preference selection.

The following 2-4 days is set aside for the allocation process (described above).

The notification of each child’s ECA 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 TESmile account. There is a weekly schedule function which enables parents to see the enrolled ECA’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 ECA 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 ECA place allocation for the details of manual enrolment). Please remember: There is NO switching of ECAs possible following the automated enrolment allocation. After the ECA programme starts only newly arriving students will be offered ECA places that remain open following the ECA main enrolment.

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Please Note:

• The system cannot collate schedules across siblings, and whilst it is hoped that the ECA schedules will fit for parent scheduling, given the extensive range of ECAs taking place a different times for different age groups, this cannot be guaranteed.

• There is the option of attending the Supervised Homework Group for siblings waiting if there is no ECA for them at the same time as their brother/sister’s ECA - this is a service to assist parents. (See pages 13, 16 for information on these). This club runs everyday 3:10-4:20pm

• 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 ECA preferences parents are agreeing that their child can and will take up the final schedule of ECAs allocated. Requesting change after allocation is not possible under this system.

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ECA payment process:

45. AOS payment system:

The AOS (Activity Ordering System) is where ECA tuition payments will be taken from. Parents need to ensure they have placed sufficient monies on their family accounts to cover the number of ECAs 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 TESmile 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 TESmile enrolment page (for parent’s ease of reference).

By confirming your child’s preference selection for ECAs you are agreeing to the automated transfer of tuition payments from your family account.

On your TESmile ECA enrolment page it will inform you of the maximum cost required to place on the family account should you receive the number of ECAs you requested.

E.g. You chose 3 ECAs, the deposit transferred will take the 3 most expensive ECA preference and inform you of the cost.

Upon confirming your choice of ECA preferences, a deposit of equal to this maximum tuition fee amount, is transferred from the account to the ECA 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 ECA submission), then when the ECA allocation is confirmed, the deposit will be returned and the actually ECA 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 TESmile account. • If you submit multiple requests for ECA 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 ECA 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.