SCCC Class Partner!

Thank you for your interest in teaching a class at the Sebastopol Community Cultural Center (SCCC)!

On this page you will find detailed information regarding hosting a class with us as a partner, including:

The Partner/Independent Contractor model is typically preferred by instructors who do not wish to manage their registrations and would like the additional promotion offered through SCCC’s personal marketing channels (SCCC website, social media, newsletter, and bulletin board postings).

In this model instructors are paid on a contractual basis. SCCC pays the instructors 65% of the collected class registration fees for their services, while SCCC retains 35% for administrative services.

• Ideal for class formats that take registration before the first class, such as those structured as sessions or workshops
• SCCC manages class registrations and collection of class fees directly
• Instructor can develope a registration cancellation/refund policy for their classes with SCCC
• Instructor & SCCC will work in close communicati0n in the 2 weeks leading up to the start of class to discuss possible options if the class has not yet met the minimum registration reguirement
• Instructors must provide their own insurance documentation (see Insurance Requirement below)
• Instructor is required to submit a W-9 form
• If reserving a room that requires a physical key, a $25 key deposit is also required

For any class/workshop/session, etc. to proceed, registration must meet a minimum which covers the applicable rental rate for the space used.

EXAMPLE:

Your workshop is…

– 4 weeks long
– 1 evening hour a week
– Annex Main Room

=> The rental rate would be $140 per month.

If the 35% of the registration income that SCCC receives is less than $140, the class will only be able to proceed at the discretion of SCCC.

Classes structured as sessions/workshops:

• • Instructors must submit an invoice to SCCC
  • Payment will be made to Instructor within 2 weeks after the final day of class
  • Instructor is responsible for reviewing their roster to ensure correct and timely payment
  • It is important to promptly submit any payments received during the class (drop-ins, etc.) to SCCC

Classes with no defined start/end date:

• • Instructors must submit an invoice to SCCC
  • Payment will be made to Instructor for registrations received within a given month, within 2 weeks after the final class of that month
    
  • Instructor is responsible for reviewing their roster to ensure correct and timely payment
  • It is important to promptly submit any payments/regsitrations personally received (drop-ins, etc.) to SCCC

SCCC collects registrations directly via our website, and over the phone when necessary.

• • • Instructors will receive a roster prior to their first class meeting
    • Follow-up rosters can be obtained by contacting the Programs & Events Manager at tanya@seb.org or sccc@seb.org
    • Please keep a copy of your roster in case you need to contact students regarding class updates or cancellations
    • If additional registrations are collected by the instructor, it should be ensured that they collect all necessary registration information, waivers, and payment and submit promptly to SCCC
    • Instructor should keep track of students enrolled in, and attending their classes

PLEASE NOTE: Instructors are not paid for individuals attending their class who have not had their registration & payment received by the SCCC office.

Instructors determine the class fee & cancellation policy for their classes and submit to SCCC for review and approval.

A best practice when trying to establish the registration fee for your class is to identify the minimum registration capacity for the class to proceed and cover not only the SCCC minimum, but your time and materials as well.

Please also keep in mind the following when determining your class fees:

• If your class requires materials fees from students, SCCC can collect those fees during registration, however the acquiring and distribution of those materials is the responsibility of the Instructor
• SCCC does not prorate class fees unless authorized by the Instructor
• For classes that allow refunds, SCCC will process the refund minus any processing or service fee that was applied at the time of registration

CURRENT RATES

Prospective Instructors

Instructor Models

We offer two models for hosting a class at the Sebastopol Community Cultural Center: Renter and Independent Contractor.

Class Proposals

Carefully complete the class proposal. Priority will be given to Instructors who have submitted fully completed forms. Providing alternative days and times helps us find room for your class. We accept proposals year round.

Proposed classes will be reviewed and selected based upon the following criteria:

• Instructor qualifications
• Availability of appropriate space at our facilities

SEBASTOPOL COMMUNITY CULTURAL CENTER MISSION STATEMENT:
SCCC dedicates itself to celebrating and fostering the culture, enrichment, and wellbeing of the community.

DEADLINE

We accept proposals year-round, however, please be aware that the time it takes to review and process the booking of an approved class can take at least 2 weeks. Please plan accordingly. If your timeline is compressed, you may note that in the application/correspondence with the Program & Events Manager, but it is not guaranteed that the request can be accommodated. The more lead time you can give us, the better!

An ideal timeline to begin the application process is at least 30 days before the targeted first day of class. This also gives both the Instructor and SCCC more opportunity for promotion of the class to the public.

NOTIFICATION

Instructors should expect to receive a response to their Class Proposal within 7 business days of submission. If approved, Instructor will receive an Instructor Agreement to review, sign, and submit.

Policies for ALL Instructors

PLEASE NOTE: Instructors are required to adhere to the policies on this webpage and those within the Rental Agreement.

INSURANCE REQUIREMENT

SCCC requires liability insurance for all classes and Instructors.

• The policy must name the City of Sebastopol and Sebastopol Community Cultural Center as additional insured with $1,000,000 liability
• Please refer to the document below for full details
• NOTE: if you have substitute Instructors for your class, SCCC must be notified, provided with their contact information, and they must also adhere to all SCCC policies and insurance requirements

RESERVATION ACCOMODATIONS

Room assignments will be made based on suitability and availability. Any change in room assignment before or during the reservation period may be made at SCCC’s discretion for any reason, including the accommodation of SCCC scheduling needs. SCCC will make good faith efforts to inform the Instructor as soon as possible of room assignment changes, so as to reduce inconvenience to Instructor/Renter and participants. If SCCC is unable to accommodate the displaced class, Instructor/Renter will be credited for any class meetings cancelled by SCCC to accommodate SCCC scheduling needs.

INDEPENDENT CONTRACTORS: To the extent student fees must be refunded as a result of room assignment changes, SCCC will adjust the payment amount described in the “Minimum Payment” provision above accordingly

NON-USE POLICY

Payment arrangements apply for time the room is reserved for the Instructor, regardless of class being held. In the case where cancellation is out of your control (i.e., Sonoma County mandates a lockdown or there is a natural disaster), Instructor will not be responsible for the payment of fees due for the days impacted by those closures.

CLASS MEETING CANCELLATION

In case of emergency or illness THE INSTRUCTOR must inform all students and SCCC of the cancellation.

No Unauthorized Users: Instructors are not allowed to substitute another person as instructor without notification of, and approval by, SCCC staff.

RESERVATION CANCELLATION

If a reservation, or portion of a reservation (e.g. 2 weeks of a 4-month booking), is canceled less than 30 days prior to the reserved date(s), a $25.00 non-refundable cancellation fee will be due to SCCC.

INDEPENDENT CONTRACTORS: Every effort should be made to provide a make-up class or sign those persons up for a future class session in the case of the cancellation of a full session.

ROOM USAGE POLICIES

Class spaces at SCCC are limited. SCCC assigns rooms and reserves the right to make room changes whenever necessary. Instructors must be respectful and considerate of other instructors by leaving the class space clean, orderly, and in a timely manner. Any complaints about the class space should be directed to SCCC staff.

CONDUCTING CLASS/MEETING

• It is the responsibility of the Instructor to maintain their classes
• The Instructor and participants are to be in their class during the scheduled time, eliminating disruptions to other events in the building

CLASS SPACE

• Instructors must limit their class to their reserved room(s)
• Any other need for class space (e.g., make-up classes, check-in space) must be cleared with SCCC beforehand
• All exterior doors in the building should remain locked unless constantly monitored

TIME IN & OUT

• Use of class space is restricted to the reserved time booked with SCCC
• Instructors are allowed 15 minutes for set up time before class begins and at its conclusion
  ♦  Please be mindful that these 15 minutes may be shared with the Instructor before or after you

ROOM CLEANLINESS

• The class space must be clean, swept and all trash removed
• Equipment put away and ready for the next person or group
• It is the Instructor’s responsibility to leave the room in the condition it was received

LOCK UP

• Turn the heat thermostat to “off” & turn off all fans
• Turn off any additional lights used (stage lights, floor lamps, etc.)
  ♦  All overhead lights should be on a timer and can be left on
• Check to see that all doors and windows to the outside are closed and locked
  ♦   Annex Main Room: double check all latches on sliding doors (5 locks per set of doors)

PROHIBITED USE

• No smoking, Styrofoam, confetti, glitter, or helium balloons are permitted in the class spaces
• Candles or incense must be approved by SCCC staff & must be in sheltering containers/holders
  ♦   NO CANDLES OR INCENSE ALLOWED OUTSIDE

ADVERTISING

SCCC includes information for all classes/workshops on our website calendar and class sections (www.seb.org), unless otherwise requested by the Instructor, i.e., private class. Space permitting (priority given to Contracted Instructors), all classes will also be included in the following:

• Social Media

Important Forms

Independent Contractors

INDEPENDENT CONTRACTORS: When submitting documents with sensitive, confidential data, please use the following links to submit to our bookkeeper at Van Auken & Co.

• W-9 FORM  Submit Here
• DIRECT DEPOSIT FORM  Submit Here

Contact our bookkeeper at scccaccounting@seb.org for a custom link for submitting additional employee documents.