Event Planning

Use Childcare Sub List to maintain the list of people willing to help provide childcare, manage what events they are assigned to, and add notes. The majority of people providing childcare are substitutes. There are difficulties around who can be paid for childcare because it has to be very different from their job at the Boise School District. You cannot pay non-BSD staff, and they have to be background checked. HR and payroll thought substitutes were the easiest role to utilize in this complex system.

If you need more childcare staff, send an email to HR (Kendra Elgin) to request she put it in the substitute newsletter. 

Example posting: The Boise School District provides Parent Engagement opportunities at various schools within the district after school or in the evening. To remove barriers for parent involvement, we are providing childcare at these opportunities. We are reaching out to all of you to see if anyone would like to work at these events to provide childcare. The pay would be $25 per hour and each commitment would be roughly 2 hours. Please reach out to YOUR NAME with any questions.

Use the Childcare Sub List to send out requests for childcare help. If you are providing a meal at the event, it is okay to include childcare staff.  If you have multiple events, send one email using BCC. First send it to the “regulars” who know the process (noted on list). If they are not able to help, send it to the rest of the group. Grace Michael is willing to come an hour early to help set up. She may also be able to get pizza that is preordered. 

Example email: (attach event flyers)

I hope you are well. I have a need for two people to help me on this date. Please let me know if this works for you. I will take the first two people that respond.

• March 5th at Garfield from 5:30-7:15 (dinner included)
• March 12th at Whitney Elementary from 5:15-7:15 (dinner included)
• March 27th at Boise High from 5:30-7:45

I would need you 15/20 mins early and stay 15 mins after. We will have two classrooms of children, one for playing/crafts and one for a movie. 

Thanks! 

• Roughly 3-4 weeks prior to the event, use the event sign-up sheet to determine how many childcare providers you need. Evaluate what ages you have and how many children with developmental disabilities. Generally, it is good to keep a 10:1 ratio. It is common for ¼ of children signed up to no-show or cancel the day of, so this leaves you with more of an 8:1 ratio. Plan for a lower ratio if you have many toddlers and/or children with special needs. 
• Cap childcare at 40 per event if you have two rooms available. If you only have one room available no more than 30. Work with principal to secure room. 
• 1 week before the event, send a reminder to childcare staff who signed up and assess the event sign-up sheet to see if you need to add more childcare staff. 
• Please NOTE: watch the childcare sign up throughout the promotional period to make sure you are not having too many people sign up. If they do, you can change your Google Form to reflect a waitlist. Then you can add, people from that list if people that registered for this do not need it. This is common.

Staff receive $25/hour. Use the appropriate form based on employment status:

• Substitutes and Certified Staff: Payment Form
• Classified Staff: Payment Form

Follow these monthly steps to process timesheets:

• Collect and verify timesheets, ensuring correct org keys.
• Send budget details to Larisa Bolek and obtain signatures from the Community Schools Supervisor.
• Deliver signed timesheets to the Payroll Manager by the 3rd business day of the following month.

• Andrea Geraghty (Supervisor): Signs timesheets.
• Christy Moore (Payroll): Manages payroll logistics and submissions.
• Kendra Elgin (HR): Handles staffing requests and eligibility questions.