375 Campus Drive
Arcadia, CA 91066-6021
Tel: (626) 574-5113
Fax: (626) 821-4370
Director of Recreation and Community Services
Hours of Operation :
Monday - Thursday
7:30 a.m.– 5:30 p.m.
8 a.m.– 5 p.m.
Contract instructors are partners who help the Recreation and Community Services Department meet the mission of providing quality services to the Arcadia community. The City works with over 70 different instructors and offers over 500 classes seasonally.
When should I expect payment for my classes?
Payroll is ran according to the Annual Contract. For one day classes, payments will be initiated at the completion of the class. For classes that are
seven weeks or shorter, the payment process will be initiated the week before the last class meeting. For classes eight weeks and longer, the payment process will be initiated in installments. The first installment will occur at the half-way point and the second installment will occur the week after the class has concluded. Please note that payment will take an additional week after the payment process has been initiated.
Can I have a substitute cover a class?
Substitutes must be fully cleared by the City of Arcadia before teaching. Contact the Recreation Coordinator to acquire the proper paperwork. Please note it usually takes about a week for processing.
I want flyers and marketing materials for my class, will the City make them for me?
While the City does make a handful of flyers for classes each season, it is not obligated to do so. Marketing, other than in the Buzz, is the responsibility of the instructor. A list of guidelines for what your flyer should include is listed in the Instructor Manual.
I have no show participants enrolled in my class, will I be paid for them still?
Participants must request a refund prior to the second class meeting. After which, instructors are paid for all participants, regardless of attendance.
I need to cancel a class, what should I do?
If a class needs to be canceled due to low enrollment or illness of the instructor, it is the
instructor’s responsibility to notify the Recreation Coordinator and enrolled students of the cancelation. Students can be contacted through the Instructor Portal on CivicRec. Make sure to tell students that they need to contact the Recreation Office and 626.574.5113 if they are going to be getting a refund for the class. If a class is canceled due to the instructor being ill, the instructor must also make the proper arrangements for any necessary make-up classes or prorated refund by contacting the Recreation Coordinator.
What is the process for getting my things into the Buzz?
Each season, the Recreation Coordinator will send you a series of documents to collect and verify your class information for the new season. Here is what to expect:
: The first document your will receive is a Change Form for the upcoming season. The form will have instructions on the top that will guide you in updating your information. The class information listed will be your most recent, confirmed season's information. You will need to return this document to the Recreation Coordinator with your changes. Change Forms
: The second document you will receive is your new season's Export Accuracy Check. Once staff received your Change Form, they input everything into the registration software, CivicRec. The purpose of this check is to make sure that there were no mistakes during the transfer of information. This will be the last time you will see the season's information the way it will appear in the Buzz and online, so make sure everything is correct. You must send a confirmation or your changes to the Recreation Coordinator. If you do not confirm your information in the time frame given, your information will be removed from the Buzz. You will still be able to teach in the upcoming season, but you will not get the extra advertisement. Export Accuracy Check
: Once you have confirmed that the export is correct, you will receive a Contract Addendum to your Annual Contract as a contract instructor. This addendum to your contract will legally bind you to the classes you are going to be teaching for the upcoming season. If the addendum is not signed, you will not be paid for any of your classes during that season. Contract Addendums
I put in an application to be an instructor, now what?
Once your application is submitted to the Recreation Coordinator, it will be reviewed, and determined if the service you are interested in providing is appropriate for the community. If your proposed class already exists within the Recreation Department, it will not be considered. Applications that offer duplicated services will be held on file in case the current instructor steps down.