ADVISORY COMMITTEES
MDE-OCTE 24-25 Program Advisory Committee Tool Kit

This Tool Kit provided to us by the Michigan Department of Education provides the guidelines for running CTE Program Advisory Committees. 

KCTC 24-25 Program Advisory Committee Handbook

MANAGING YOUR ADVISORY COMMITTEE ROSTER

This document provides an overview of our updated Advisory Committee Roster format and process.

HELPFUL TERMS & ACRONYMS

This document includes many CTE acronyms that are referenced as part of the advisory and CTE program management process.

CAMPUS VISITORS
iChat Form - Kent ISD School Volunteer

This is a link to the Kent ISD iChat form for any visitor/volunteer you have in the building who will be around students or on your Advisory Board. We are using an Informed K12 form to streamline the iChat process.  Share this link with any potential volunteer.  (When sending the link, it is helpful to the volunteer if you can provide the building, teacher, and program for them, as it is required on the form. They must also upload a copy of their state ID/license.)

iChat Submission Tracker 

Use this tracker to see when your volunteer's iChat form was submitted & approved by Human Resources.

Visitor Instructions 

This form can be given to campus visitors prior to their scheduled visit to help them enter the building upon arrival. 

FIELD TRIPS

NOTE: Please DOWNLOAD & SAVE these forms with a new name ,
for your files, so the Master stays as a blank template.

FIELD TRIP & TRAVEL FLOW CHART

Use this flow chart to determine which form(s) is appropriate for your trip.

FIELD TRIP REQUEST FORM

Download and fill out this form to request approval for a field trip and to secure transportation. These are due to your program administrator 30 days prior to your trip. Keep in mind that transportation fills quickly, so the sooner the better!

ALL-DAY FIELD TRIP PARENT PERMISSION LETTER

Complete this letter for scheduled all-day field trips, to excuse students from classes at their homeschools.  Signatures are required by both the Home School Principal/Designee and the Parent/Guardian.

Spanish Translation: All-Day Field Trip Parent Permission Letter

This Spanish translation is not a fillable form. Print form to complete . You can use this reference template to help know what information is required in the blank fields.

FIELD TRIP TRANSPORTATION BY PRIVATE VEHICLE 

This is the board policy, procedure, and permission slip for field trip transportation requests by private vehicles. This is to be used when students, parent volunteers, and chaperones will be driving to/from the trip location.

NOTE: proper approval by Administration is needed.

......................................................................................................................

UPDATE: if you have a student whose family has not completed
the PowerSchool Portal and given permission for field trips, we
have a NEW Field Trip Permission form available to print and give them. Here is the Spanish version.

These completed forms need to be returned to Student Services.

WORK-BASED LEARNING RESOURCES

Job Shadow Form FOR STUDENTS

Students enter their email address and name, then submit. They will receive an email link to a form which, once submitted, will go through an electronic approval/signature process. Students can also visit the WBL Office (KCTC East, Room A115) to start a job shadow request.

EXTERNSHIP OFF SESSION PERMISSION SLIP

For students who will be attending an externship outside of normal KCTC class time hours and missing some classes at their sending school. 

WBL SHARED DRIVE

Contains lessons/forms/resources for all WBL levels

KENT ISD WORKFORCE DEVELOPMENT

Job Board, Employer Interest Survey, Business ConnectED, Career Chats, etc.

TRACKING WBL in POWER TEACHER GRADEBOOK

MENTOR RESOURCES

MONTHLY TOPICS

KCTC NEW TEACHER MENTOR GUIDELINES PRESENTATION

KCTC PROGRAM SERVICES

Graphics Design/Print Request

Due to some major programmatic changes, we've had to make an adjustment to our customer intake. We are no longer posting our request link publicly. If you have a design or printing request for our Advanced Graphics program, please send an email directly to Kyliedykema@kentisd.org with the details. Kylie will get back to you with the intake form link if they are able to take on the project! Thank you for your understanding!

Auto Collision Intake Form

Also found on the KCTC website under Programs/Collision for public use. Use for collision, paint, rust repair, or detailing.  

Hospitality Catering Request Form

Complete this form for any catering requests. Once submitted, you will receive an email from the Hospitality Catering Coordinator, letting you know if your request can be met and to acquire specific menu and order information.

KCTC MERCHANDISE DESIGN GUIDELINES & APPROVAL PROCESS

All swag and apparel approvals for KCTC programs and departments must follow this process and the design guidelines.  To submit your request, use this online Informed K12 form: KCTC Merchandise Design Approval Request Form

STAFF/SUBSTITUTE/STUDENT ATTENDANCE & ABSENCES

Kronos Manual

Refer to for clocking in and out, checking timesheets, requesting time off, and submitting a timecard change request.  

RedRover - Creating a Full-Day Absence 

Use this guide when posting/requesting a sub for a Full-Day Absence

RED ROVER - CREATING A PARTIAL DAY ABSENCE 

Use this guide when posting/requesting a sub for a Partial-Day Absence

SUBSTITUTE ATTENDANCE INSTRUCTIONS

*NEW* SUBSTITUTE TEACHER REPORT 

Use this form to document classroom attendance, student engagement, lesson implementation, and any concerns or highlights from your substitute teaching day. Please return the completed form to the KCTC Main Office.

UNSUBMITTED ELECTRONIC ATTENDANCE FORM

STUDENT PERSONAL CONVENIENCE ABSENCE FORM
Leave request for travel or vacation. Must be submitted at least one week in advance of departure.

STAFF OR STUDENT INCIDENTS
Student Incident Report Form  &  SET SEG GENERAL LIABILITY FORM

Please complete the incident report form for reporting and documenting student incidents on campus and at off-campus school events. When submitting, please attach any additional notes, statements, and event documents. 

The Set Seg Liability form is for insurance purposes. If an incident requires this additional paperwork, the school nurse will initiate.

Staff Incidents/Workers-Comp Forms

The PDF injury reporting packet for work injuries. These must be reported as soon as possible.  There are specific timelines and requirements.

STAFF TRAVEL APPROVAL & REIMBURSEMENT 

2025 TRAVEL APPROVAL REQUEST FORM (CONFERENCES)

Use this form for approval to attend workshops, conferences, and PD, and request reimbursement after attending. Please also click here for instructions and required information when submitting your conference form.

MILEAGE ONLY FORM (NON-CONFERENCE TRAVEL)

Electronic form thru InformedK12 (electronic form routing system). 

This form should only be used for non-conference, non-PD, non-overnight mileage reimbursement requests. This form would also include related one day travel costs such as parking fees.

NEW: EMPLOYEE EXPENSE CLAIM FORM (NON-TRAVEL)

Electronic form thru InformedK12 (electronic form routing system).

This form should only be used for expense reimbursement requests that are unrelated to travel (examples are meeting expenses, supplies, certification or membership renewals that are purchased directly by the employee).

Tuition Reimbursement Form 

Use this form to get reimbursed for tuition. It must be submitted no later than the date(s) listed in the Master Agreement in order to be reimbursed. 

REIMBURSEMENT OF JOB-RELATED EXPENSES: FREQUENTLY ASKED QUESTIONS

This document provides answers to common reimbursement questions, including form locations, submission deadlines, mileage and meal guidelines, and travel procedures.

Use this as a quick reference for reimbursement policies and updates (including 2025 mileage and meal rate changes).

GENERAL RESOURCES
NOTE:  EL Resources can be found on the Going Pro / PBIS / EL tab
Purchasing/Ordering Procedures

These directions are for the purchasing/ordering of supplies (excludes capital outlay).

EXTERNAL INVOICING FORM

Use this form to bill external customers for services or products provided by Kent ISD programs.

HELPFUL TERMS & ACRONYMS

This document is a helpful tool, especially for new staff, that describes commonly used acronyms and programs used here at KCTC.  

FERPA Form 

FERPA release form approved by HR and Admin for use.