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What are options for sharing my learning when I return?
This depends on the type of learning, purpose of the event, and connection to CA strategies and needs.
Sharing may include, but is not limited to:
Teacher-2-Teacher session
Reflection and sharing within collaborative planning team - trial application and discussion
Integration of learning within Tankyuu research and sharing with Tankyuu Team.
Parent Learning session
What if I have to leave the workshop in order to catch a flight?
Our Essential Agreements require participants to attend all sessions of the event. Get approval prior to booking from Director of Learning if you believe this type of departure is the only option.
What if I am ill and unable to attend all of the sessions?
Let Director of Learning know of the situation as soon as reasonably possible. Discussion will proceed from there.
Can my family or partner join me?
Yes, but it is expected that they will not impact your engagement in the learning opportunity.
Allowances for hotel, flights, transportation, and meals will not be adjusted.
Why are IB workshops not confirmed earlier?
IB workshops are confirmed when both of the following have happened: the minimum number of participants have registered AND a workshop leader has been approved.
Cancellation of a workshop is rare, but has happened.
How does this impact my booking and travel arrangements?
Do not make final arrangements until the workshop has been confirmed.
Book a refundable hotel within 10 days of receiving your allowance. When the workshop is confirmed, you may cancel that hotel and book another one within the same allowance if you see a better option.
Investigate flight options before receiving confirmation but do not book anything until after confirmation is received.
When will my request for professional development be approved?
Expect your application to take approximately 10 school days to be approved. This allows sufficient time for the necessary conversations and decisions to be made.
In the event a decision cannot be made in 10 school days, you will be notified as to the reason and an anticipated timeline.
How do I know the cost of the workshop?
When applying for an event you have been invited to, you will be informed how much to enter in to the field related to cost.
When you are requesting training, you must do some research to anticipate the cost - this includes flight, hotel, and meals. This approximation will be informative when making a decision and validates the cost to the school. This approximation will be verified and updated if needed.
When applying for Personal PD, you must apply for an exact amount. The maximum per year is ¥100,000. The approval will be based on your approximation.
When do I have to be back at school?
If your flight lands before 2200, you are expected to be at school the next day at the normal time.
If your flight lands between 2201 and 2400, you are expected to be at school by 1200 the following day.
If your flight lands after 2400, you are not expected to be at school the following day.
In the event your flight arrival is delayed, communicate your substitute needs as soon as you are aware of the change using the above as a guide. Submit ReadySub as soon as possible as well.
Can I leave from school early for the day before for travel?
At times, this may be necessary. Staff are expected to make arrangements that have the least impact on student learning or school function.
At the same time, staff should look for a flight that allows them to arrive at the event city by 2200.
Can I stay longer at the event city for personal reasons?
Yes, as long as the cost of travel is comparable with the regular workshop travel requirements.
Flight provided by CA must be to/from the event city unless previously approved by the Director of Learning.
CA will cover hotel costs as per the allowance per person per night. Extra nights for delayed departure or early arrival for personal reasons will not be covered.
What about flights with really late departure times?
Check the flight options with the Director of Learning.
Departures after 0100 are not required and an additional hotel night will be allowed. Approval from Director of Learning is required prior to making these arrangements.
If reasonable flights and departures prior to 0100 are available, you will not be given an extra hotel night.
If you would like to book an extra night at your own expense and take a next-day flight, that may be an option - discuss first with Director of Learning before making your flight plans.
Does the school provide for or reimburse for travel insurance?
TieCare medical insurance is valid outside of Japan. Teachers should always take their insurance card with them when traveling.
Upon request, teachers insured with Shigaku Kyosai will be included in the CA AIG Travel insurance, which covers accidental medical.
Teachers wishing additional insurance to cover lost luggage or similar should check their existing insurance coverage or benefits linked to their credit card.
What if I want to stay at the recommended or venue hotel and it is not within the allowance from CA?
You may still stay at the venue hotel or a recommended hotel and pay the difference yourself. When submitting for reimbursement, submit only for the approved amount per evening. As an alternative, you may wish to consider sharing a room with another CA participant at the venue hotel to stay within budget (when possible and when appropriate)
What if I cannot find a hotel with breakfast?
When the allowance for hotels is sent, the DoL will ensure that breakfast is an option in hotels within the allowance. If you opt for a different hotel with no breakfast, you will need to pay for breakfast at your own expense.
What if I need an extra night due to late flight departure? See above.
What if the venue does not provide lunch?
For a 2-day event, an extra day's allowance will be provided (i.e. for a 2-day workshop without lunch, you should apply for 1 extra day). Confirm with Director of Learning prior to submitting KISSFLOW request.
Is alcohol allowed with the meal allowance?
As the meal allowance is paid in advance, you may purchase any type of dinner and drinks you wish. Any cost beyond the allowance will be at your own expense.
When will I receive the money?
Approval through KISSFLOW is a maximum of 10 working days. Once approved by the DoL, the Finance Office will then approve and deposit funds into your account at the next reimbursement interval (15th and 30th of the month).
What if my flight arrives in Japan at a time there is no available transportation from the airport?
This will be one factor in deciding when to allow an extra night in the event city. In some instances an extra night will be allowed when this is the most reasonable option.
In some circumstances, it will be allowed to take the Airport Limosine to Kobe Sannomiya and a taxi from there to your home. Ask permission from DoL before making these arrangements.
The final bus to Kobe Sannomiya departs around midnight. Check schedule posted on site.
This will only be permissible after the final Rokko Island shuttle has departed.
All other options must be discussed and agreed with Director of Learning prior to making arrangements.
NOTE: Taxis in Japan are not allowed unless previously agreed with the Director of Learning.
Can I take taxis in the event city?
As a matter of practice, we are expected to take public or free transportation in the first instance and whenever available.
When these options are not available, you may take a metered taxi to/from the hotel. Do not use pirate or non-metered taxis as they are often more expensive and are at times illegal.
May I drive myself to the airport and park my car for easier travel to/from the airport?
Yes, you will be reimbursed the regular mileage allowance for the trip as per HR guidelines plus the cost of parking the car. Confirm these arrangements with the DoL prior to departure to clarify any issues or concerns.
What if the cost of my Personal PD is more than the allowance?
Personal PD amount is up to ¥100,000 per academic year. Costs beyond this amount will be at your own expense.
May I apply my Personal PD to more than one opportunity?
Yes, this amount may be divided among multiple opportunities. The maximum remains unchanged. Each opportunity must be applied for through the regular process.
What is covered when I apply for Personal PD reimbursement?
Workshops and Conferences: The same guidelines are in place for Personal PD opportunities as for Faculty PD. The cost of registration is included in the total amount. Beyond the cost of registration, you may apply for reimbursement for hotel (within the allowance provided), meals (reimbursement in advance), and travel up to the total amount per year. Additional costs are at your own expense.
Advanced Degree, Certification or Courses: Submit registration fees, course fees and textbook fees for reimbursement up to the maximum amount allowed.
What if my expenses are more than the allowance?
You are expected to make reservations in a timely manner and stay within the allowance. Additional costs are at your own expense.
How long will it take for me to receive my reimbursement?
Anticipate up to 10 working days for your reimbursement claim to be processed and sent to the finance office. The procedure includes reconciling the claim with anticipated funds and allowed spending guidelines.
If there are any issues with the claim, the DoL will communicate with you directly and the amount reimbursed may be adjusted accordingly.
After submission to the Finance Office, the funds will be deposited into your account for the following month.
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