Guidelines and Travel

1. Attend, participate and engage in all sessions of the workshop or conference.

2. Collect notes and resources to share with colleagues or learning leader.

3. Share your learning with learning leader or director of learning upon your return.

4. Share your learning with colleagues.

5. Make travel arrangements that minimize disruption to student learning or school function wherever possible.

6. Make arrangements in a timely manner after receiving instructions. Seek clarification as soon as possible. Make reasonable, responsible arrangements based on guidelines.

1. Look for economy fares with a reasonable price and travel time.

2. Book flights using a personal booking online, using the airline's website. (pleae don't use expedia, kayak, etc.)

3. Travel in our area may be best by Shinkansen.

NOTES:

• If you are unsure if a flight/route is suitable, check with Director of Learning prior to booking.

• See FAQs for additional advice.

1. Teachers must ensure their passport is valid for the country they are visiting - that the passport has enough pages and meets expiration requirements.

2. Teachers are responsible for getting their own visa organized. Be sure you follow the process outlined by the country you are visiting. CA will reimburse visa costs as part of the professional learning opportunity.

3. China Visas must be organized through an agent, FCM is one option.

1. When a workshop is approved, participants will be informed how many nights will be provided. 

   • For workshops less than 2 hours away, participants will be expected to travel the first morning of the event. 

   • For workshops 2 hours or more away, participants should travel the day before the event begins (if the event is in the morning).

2. The allowance per person per night will be determined on a case-by-case basis - dependent on location and available options. 

   • Booking.com and at least one other online booking site will be used as a reference point. This information will be shared with staff upon approval of the PD request.

   • Hotels near the venue will be the basis for the allowance - hotels within a short (15minute) walk or limited travel time.

3. Rooms must be booked within 10 days of receiving the approved allowance. The allowance includes taxes and booking fees.

4. Look for rooms offering breakfast as part of the price.

5. Sharing rooms is not required. If staff choose to share rooms, the allowance per person will remain unchanged and staff can combine resources for a more expensive room.

NOTES:

• IB workshops and conferences tend to recommend hotels that are more expensive and not always within the allowance for the event. In this case, look for a room near one of the recommended hotels. You can still catch the bus when one is offered.

• See FAQs for additional information.

1. Use public transportation and free shuttles whenever possible. 

2. Share ground transportation costs with other CA staff travelling to the same event. 

3. You may use the Sheraton Shuttle, Sannomiya Shuttle, or Bay Shuttle (Ferry) for connecting to KIX. 

4. Taxis in Japan are not allowed. If there are special circumstances, this must be approved by the Director of Learning prior to the event. 

5. Book hotels within a reasonable distance from the event venue for walking or limited transport requirements.

See FAQs for additional information.

1. It is expected that the cost of breakfast is included with the hotel and lunch is provided by the workshop venue.

2. The allowance for meals is ¥3000 per day of the event plus travel. Number of days will be clarified in the instructions following approval of the event.

3. Apply for Advance Reimbursement for meals through Kissflow.

NOTE: 

In the event the venue does not provide lunch, please check with Director of Learning for procedure.

1. Salary for teachers and CA assistants will be paid as usual. 

2. Training for support staff that occurs during the normal working day will be paid as usual. Training that occurs outside the normal working day will be managed on a case-by-case basis.

3. Substitutes for teachers and CA assistants will be paid for by the school.

4. Teachers must submit ReadySub as soon as possible following confirmation of the learning opportunity to ensure secretaries have time to manage their work.

1. Staff must keep original receipts for all expenses to be reimbursed. This includes travel and hotel.

2. Meals are reimbursed in advance and receipts are not required.

3. Submit only for the amounts pre-approved or allowed as per instructions prior to the event. (for example, if you select a hotel that costs more than the allowance, submit a claim only for the amount allowed).

4. Use Kissflow to submit receipts for reimbursement.

5. Label all receipts clearly with description of cost and upload to Kissflow (retain originals for finance office).

6. Use this form for expenses that do not have receipts. These must be approved by both the Director of Learning and the Finance Office.

1. See Types of Professional Learning at CA for the distinction between Faculty and Personal PD opportunties.

2. The maximum amount, which one may apply for, per academic year is set at ¥100,000. Summer learning is counted towards your amount for the following year. (ie. A course taken after school is out in June of 2020 is considered for the 2020-21 school year).

3. The process for applying for Personal PD is the same as for all other types of professional learning. Consult the DoL or your Principal if you have questions.