Art camp 504: after school TEACHERS

info & RESOURCES

We are so excited to welcome you to our community! This page includes important information about classes, our policies, payment, and more. Please review and reach out to community@artcamp504.org with any questions.

TEACHER ONBOARDING:

STEP 1: create your quickbooks account

We issue payroll through Quickbooks as direct deposit. If you are a new teacher, you will receive an email invite from Quickbooks asking to enter your W9 information and bank account.

At the end of the year, you will receive a 1099 from Quickbooks for taxes. If you started teaching with us before March of 2025, you will also receive a 1099 from Gusto

PAYMENT DATES: We issue after school payments four times per semester. The amounts and dates are outlined in your Teacher Welcome Email.

STEP 2: email your bio and photo

  • TEACHING BIO: One paragraph long, written in 3rd person. Include your area of expertise, relevant background/experience, education, your teaching style or philosophy, and a personal touch.

  • PHOTO: Can be either a professional headshot or something FUN showcasing your creativity

Check out our teaching bios and photos HERE

GETTING READY FOR THE FIRST DAY OF CLASS

STEP 1: COMPLETE YOUR SEMESTER OUTLINE

The semester overview serves as a roadmap for your class. Consider:

  • What projects will you lead?

  • What materials do you need?

  • What is the end goal of your class?

While your outline can adapt over time, preparing a general framework helps ensure a smoother semester. Design your outline in a way that works best for you—it’s your tool!

MATERIAL LISTS

  • List the materials you will need for each day of class

  • For ordered items, include links and quantities

  • Please provide two weeks notice for anything that needs to be ordered

CANVA:

We invite all teachers to use our Art Camp 504 pro Canva account to make outlines for students to complete. If you would like to use the account, please contact community@artcamp504.org so that we can add your email to the account. We will give you a short tutorial on how to view our brand content and organize your work in designated folders.

STEP 2: review your family Welcome Email

Two weeks before the semester begins, all students receive a Family Welcome Email with information about their specific class. This email is sent by Art Camp 504 admin after being reviewed and updated by the lead teacher.

WHERE TO FIND YOUR WELCOME EMAIL

  1. You will receive a link to the family welcome email in your teacher welcome email

  2. You can also find your welcome email by going to your class Google Drive Folder.

  3. In the folder, you will find a Google Doc called “Welcome Email (your class name)”

  4. The text in RED needs to be reviewed or updated by the teacher

  5. After you update the text, change the text color to BLACK so that Admin knows it is ready to send

WHAT DO TEACHERS UPDATE?

PERSONAL INTRODUCTION

A short (2–5 sentence) greeting to parents, introducing yourself and sharing why you’re excited to work with their student. You might mention:

  • How your personal artistic work connects to this class

  • Whether you’ve taught with Art Camp 504 before

  • What you’re most excited to explore with the students

Student Prep Assignment

A fun, creative task to get students excited for class. Supplies should be easily accessible at home (paper, pencil, digital content, imagination). Examples:

  • Bring a drawing of your favorite otherworldly creature

  • Watch a movie clip (include link)

  • Bring your favorite comic book to share

SUGGESTED MATERIALS (OPTIONAL)

All materials are provided during class, but you may recommend optional supplies for families who want their student to continue projects at home. Examples:

  • Specific pencil and paper sets

  • A sketchbook you love

STEP 3: view your roster

FIRST, CREATE YOUR COURSESTORM ACCOUNT:

  • We use CourseStorm for class registration and parent emails. View the student registration page here.

  • If this is your first time teaching an after school class, you will receive an email invite to create your CourseStorm login

  • You will receive email notifications when students enroll or transfer into your class

VIEW ROSTER ON COURSESTORM:

  • Log into our CourseStorm website (artcamp504.coursestorm.com) using the “Staff Login” button

  • Find your class, and select “roster”

VIEW ROSTER ON GOOGLE SHEETS

  • In order to better manage our classes, our staff keeps a secondary roster in Google Sheets. These rosters are updated weekly and include more information about your students

  • Click here to view Google Sheet roster

STEP 4: review how to send class emails

After School teachers send emails to introduce each new project, approximately 3-4 per semester. Sending emails increases parent engagement and makes it more likely the students will come prepared to class.

Example Email: 

Hi Parents, we had a great day today in Visual Arts Studio! We began a new printmaking project, which we will be working on over the next four weeks. Students will learn how to carve their block using their reference photo and print their image across a variety of mediums. 

Their assignment for next week is to come to class with a few sketches of images they might want to carve. During class they will select their favorite sketch and refine their drawing into a finished image ready to carve.

Thank you for a great class! 

option 1: EMAIL THROUGH COURSESTORM

  • LOG IN to your CourseStorm staff account

  • Click on your class roster then click send email. Change the email title

  • Edit the signature so that it says your name and includes your email or phone number in case the parents have questions.

  • Attachments: If you run into an issue with attachments, the ideal solution is to add the file to your Drive folder then add a viewable link to that file in the email

option 2: EMAIL THROUGH YOUR PERSONAL ACCOUNT

  • Some teachers find it easier to send the emails through their personal account

  • Find the emails for your class by copying them from our Google Roster

  • Double check that all of the students on Coursestorm are also on the Google Roster (sometimes students will enroll at the last minute)

  • CC community@artcamp504.org on any emails sent from your personal account

STEP 5: FIND YOUR GOOGLE DRIVE FOLDER:

Each class or camp has it’s own designated Google Drive folder, which is used for storing semester outlines, welcome emails, class photos, supplemental content and more.

All teachers have access to our full Curriculum Folder. The folder contains the following subfolders:

  • After School: Contains folders for each class

  • Holiday Camps: Fall Break, Thanksgiving, Winter and Spring

  • Summer: Creative Writing, Film, Parade, Toy Design, Culinary & Set Design, Fantasy, You’re the Teacher

As you create content, upload it to your Google Drive folder, to keep everything organized and ready for the next semester!

class CULTURE AND STUDENT BEHAVIOR

COMMUNITY NORMS:

  • We treat our classmates and instructors with kindness and respect.

  • We are calm and focused while working inside our art studio

  • We keep our art studio organized and tidy, and we all help each other clean up

  • We use conflict resolution strategies to solve our problems with words

  • We raise our hands to talk during whole group lessons and listen attentively when the teacher is giving instructions

  • We are mindful about sharing and not wasting art supplies. We use art materials and tools appropriately

behavior expectations:

BEHAVIORS NOT ALLOWED IN OUR COMMUNITY

  • Hurtful or Inappropriate Language: No cursing, name-calling, or words meant to hurt someone else. If it makes another person feel sad or small, don’t say it

  • Bullying, Discrimination, any form of Harassment: No repeated unkindness, threats, exclusion, or targeting others with mean words or actions.

  • Physical or Verbal Violence: Hitting, punching, kicking, pinching, throwing objects, yelling, stomping

BEHAVIOR CONSEQUENCES

  1. Verbal Reminder
    You will be reminded of our community norms and asked to apologize for your actions.

  2. Reflection (10 minutes)
    If the behavior continues, you will take a 10-minute reflection and apologize before returning to activities.

  3. Parent Phone Call + Time Out (15 minutes)
    Continued behavior will result in a phone call home. You will apologize and take a 15-minute Time Out.

  4. Removal for the Day
    If behavior does not improve, parents will be asked to pick you up early. If unavailable, you will sit out for the rest of the day’s activities.

  5. Removal for the Week
    If inappropriate behavior continues the next day, you will be sent home for the rest of the week. Students are welcome to return to camp the following season, once they are ready and have the support they need.

CALLING PARENTS ABOUT BEHAVIOR

Lead Teachers are responsible for upholding our Community Norms and Behavior Expectations. This includes giving students warnings and placing them in “Reflection” if behavior infractions continue.

If a student’s behavior escalates to the point where a parent phone call is necessary, please send the student to the Site Manager so you can continue teaching while the call is being made. At pickup, you will speak directly with the parent to explain what happened during class.

While our administrative staff can always assist with parent calls, we encourage teachers to make these calls themselves if the behavior persists. A call from the teacher often has a greater impact, as it directly connects the student’s actions with the adult leading their class. It also reinforces the expectation that students must listen to all staff members, not only administrators.

We will provide guidance for any teacher who has not called parents before, including walking through the call in advance to ensure you feel supported and prepared. We will also have an administrator watch your class while you make the phone call.

STAFF CULTURE:

Collaboration & Teamwork

  • Support fellow teachers, interns, and staff in and out of the classroom.

  • Embrace open communication and share ideas, resources, and successes. Share feedback and suggestions with leadership

  • Ask questions when you don’t understand something or aren’t sure what to do

Encourage Creative Freedom

  • Value and support students' creative choices, offering guidance while letting them lead the way.

  • Foster a safe, non-judgmental space for self-expression.

Flexibility & Adaptability

  • Embrace the dynamic nature of working in a fast paced environment with kids, including being open to trying new approaches.

  • Adapt plans when necessary to fit the group’s energy, interests, and evolving needs.

Positivity & Enthusiasm

  • Model a positive, encouraging attitude to build an uplifting atmosphere.

  • Bring energy and enthusiasm to every session, recognizing its impact on students.

Respect & Inclusion

  • Treat every student, family, and team member with respect and empathy.

  • Cultivate an inclusive culture that honors diversity and encourages everyone to belong.

Professionalism & Preparedness

  • Arrive ready and prepared to engage, with lessons planned and materials ready.

  • Maintain professional boundaries and show up consistently as a role model.

Safety & Well-being First

  • Prioritize the physical and emotional safety of all students at all times.

  • Foster an environment of mutual respect and trust where students feel safe to explore.

STAFF ATTIRE:

Staff attire should be comfortable, durable, and appropriate for active and creative activities with children. Wear clothing that allows you to move easily and participate in hands-on activities (e.g., T-shirts, jeans, closed toed shoes, cargo pants, or shorts of a modest length). Keep attire modest and respectful to maintain a child-friendly atmosphere. As some projects may involve acrylic paint, please wear clothes that can handle occasional paint splashes. We encourage staff to express themselves creatively through their clothing, and costumes are always welcome!

MORE ABOUT OUR PROGRAM AND POLICIES

CLASS PERIOD OVERVIEW

ARRIVAL

  • The after-school site manager arrives at the Tigermen Den by 4:00pm, Monday–Wednesday

  • If you need earlier access, reach out and we’ll provide the building codes

  • Tables and tablecloths will already be set up for you

  • Please arrive at least 15 minutes before class starts. Allow extra time if you need to set up special supplies

DURING CLASS

  • Students stay with their teacher in the assigned room

  • Students may take a break with their teacher at Clouet Gardens or in the courtyard

  • Students may use the folding white tables (tablecloth required on any other surface). Working on the rugs is also allowed

  • Respect the space—do not touch or use anything not designated for Art Camp

  • Each student may have one ice pop per class, either halfway through or at the end (teacher’s discretion)

CLEAN-UP

Clean-up is an important part of Art Camp culture. Designate 15 minutes at the end of class for clean up. If you find clean up takes longer or shorter, adjust appropriately. The lead teacher is responsible for guiding and ensuring that everyone cleans.

CLEAN-UP CHECKLIST (with students):

  • Wash all dishes and place them on the rack to dry (nothing left in the sink)

  • Dry and return paintbrushes and palettes to their bin

  • Take out the trash if the can is full

  • Sweep floors so no art supplies remain (students may also vacuum if needed)

  • Put all supplies back in their designated bins. Put student work back in their designated area

  • Wipe down your tables with a sanitary wipe

  • If you used the courtyard, check for art supplies and trash

Any clean up tasks not completed by the students will be completed by the teacher at the end of class.

DEPARTURE

  • Greet parents, answer questions, and say goodbye to students

  • Check in with the site manager if you need any supplies restocked for the next class, or if you have any feedback / questions

  • Thank you for a wonderful class!

visiting CLOUET GARDENS

When it is still light outside, students take a 10–15 minute break at Clouet Gardens, which is located across the street from the Tigermen Den. Students bring their ice pops with them. Teachers can decide whether this break happens in the middle or at the end of class. Once it is dark outside, play breaks will take place in the Tigermen Den courtyard only (no visits to the park after dark).

In most cases, all classes will go together. Teachers must be accompanied by an intern or the Site Manager when taking students to the park.

RULES FOR CLOUET GARDENS:

  • Line students up inside the Tigermen Den and take a headcount before leaving.

  • The teacher leads at the front of the line and watches carefully as students cross the street.

  • No climbing trees.

  • No approaching or petting unfamiliar dogs (even if the owner says they are friendly).

  • No throwing sticks or picking up unknown objects from the ground.

  • Ice pop wrappers must go in the trash.

  • Students may not leave the park or cross the street without a teacher or intern.

low enrollment:

  • If your class has not met enrollment one week before the scheduled start date, we will postpone the start date by ONE WEEK, giving time for parents to recruit more students. All parents will be refunded for the first class.

  • If the class has still not met enrollment the following week, we will postpone the start date TWO MORE WEEKS. Parents will be refunded for those two classes.

  • If the class has still not met enrollment after three weeks, we will contact the parents to see if they want to postpone another two weeks or cancel.

If your class is postponed, and you would like to seek other work opportunities, teachers are welcome to cancel their teaching contract. If you cancel due to low enrollment, you will have the opportunity to teach your class the following semester.

CLASS documentation: photos & videos

We love when teachers share content!

Although not required, we absolutely love when teachers take photos and videos of their class. We encourage teachers to involve interns and students in the photo process. Let the students know when it is photo day, and have them post with their creations! This is a HUGE help and lets us better promote your class.

PHOTO AND VIDEO GUIDE:

Please reference our PHOTO AND VIDEO GUIDE for examples of the types of content that is most helpful to us. The guide includes instructions on how to respectfully document student work, characteristics of high quality photos (for our purposes), and information on short form video content.

SUBSTITUTES AND TARDINESS:

Substitute Policy – Teacher Guidelines

We ask that you give at least one week’s notice if you need a substitute. If a substitute covers your class, your final payment will be reduced by $100 to help cover the cost of the substitute.

We know life happens! While we expect teachers to be available for all contracted days, we completely understand personal emergencies and never want anyone to come in sick.

To make sure our students have a smooth experience, we do encourage planning ahead. If substitute requests become frequent (three or more per semester), it may affect your future lead teaching opportunities.

Requesting a Substitute:

  1. Email community@artcamp504.org with the date you need covered.

  2. Once your substitute is confirmed, connect with them—either by phone or in person—to explain the project or activities students will be working on.

  3. After your substitute teaches, check in with them to see how class went and note any work that needs to be completed when you return.

TARDINESS:

We have high professional standards for our teachers. Teachers need to be on site, ready for class, as soon as parents arrive. It is very important that you are there to receive students. Plan on arriving 15 minutes before class starts to ensure you are ready.

Depending on the circumstances and length of time, teachers that are late to class two or more times may not be considered for future after school teaching positions.

eLECTRONICS POLICY:

STUDENTS:

  • Permitted Use: Electronics are allowed for educational purposes only, such as finding reference photos, filming, animation, 3D modeling, graphic design, and similar activities. Device use is strictly supervised by teachers during digital media classes.

  • Restrictions: Non-educational use—such as watching videos, playing games, or texting friends—is not permitted. If a student uses their device for these purposes, it will be taken and returned at dismissal. Continued misuse will result in a loss of electronics privileges at camp.

STAFF:

  • Device Use: Teachers are expected to keep personal phone use to an absolute minimum during class. Quick responses to emergency messages are acceptable; however, routine phone use should be avoided.

TERMS OF EMPLOYMENT:

I. Parties

This Independent Contractor Agreement (“Agreement”) is made between Art Camp 504 (“Client/Company”) and Lead Teacher (“Independent Contractor”).

WHEREAS, the Client agrees to engage the Contractor to provide services under the terms and conditions set forth herein.

II. Scope of Work

The Contractor shall provide after-school art instruction during Fall Semester 2025.

Responsibilities:

  • Prepare lesson plans, activities, and class materials as needed.

  • Maintain a safe, inclusive, and respectful classroom environment.

  • Follow all Organization policies, including but not limited to material organization and cleaning, student safety, conduct, and mandated reporting requirements.

  • Communicate with Organization staff regarding scheduling, student progress, and any classroom incidents.

Meetings: Contractor will meet with the Curriculum Director prior to the first day of class, and again mid-semester, to discuss lesson plans, materials, and storage at The Tigermen Den.

III. Payment

  • Contractor will be paid in four installments via direct deposit through QuickBooks. Rate and dates are included in teacher welcome email.

  • Contractor does not need to submit time reports.

IV. Substitutes

  • We request that the contractor provides at least 48 hours’ notice when requesting a substitute whenever possible. 

  • If a substitute teacher covers the class, Contractor’s pay will be reduced by $100, which will be paid to the substitute.

V. Expenses

  • Art Camp 504 will provide all materials and cover the cost of supplies.

  • Contractor will submit a full list of supplies needed at least two weeks before the semester start date, in coordination with the Curriculum Director.

  • Any new supplies will be requested with two weeks notice

VI. Teacher Bio & Photo

  • Contractor will submit a one-paragraph bio and photo for the Art Camp 504 website.

  • Contractor agrees to review and update this annually for accuracy.

VII. Independent Contractor Status

  • Contractor is engaged as an independent contractor under IRS definitions.

  • Contractor retains the right to perform services for others during the term of this Agreement.

  • Contractor is not an employee of Art Camp 504 and is not entitled to employee benefits.

VIII. Taxes & Insurance

  • Art Camp 504 will not withhold federal, state, or local taxes, nor make Social Security, Medicare, or unemployment contributions on Contractor’s behalf.

  • Contractor is responsible for payment of all applicable federal, state, and local taxes.

  • Contractor assumes full responsibility for liability arising from performance of services under this Agreement.

IX. Indemnification

Contractor shall indemnify and hold harmless Art Camp 504, its officers, directors, employees, and volunteers from any loss, liability, or claim arising from Contractor’s performance of services, except in cases of gross negligence or misconduct by Art Camp 504.

X. Proprietary Information

All work products created under this Agreement, including notes, reports, documentation, drawings, and deliverables, shall be the sole property of Art Camp 504. The Organization may use Contractor’s name and/or likeness in promotional and educational materials.

XI. Governing Law

This Agreement shall be governed by the laws of the State of Louisiana.

XII. Confidentiality

Contractor agrees to keep confidential all student records, personal information, and proprietary information of Art Camp 504, and shall not disclose such information without written consent.

XIII. Severability

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall continue in full force and effect.

XIV. Photo Release

Art Camp 504 may photograph or record camp activities for promotional purposes, including but not limited to brochures, websites, social media platforms, and advertisements. By participating, Contractor grants permission for images or recordings of their class and projects to be used in such materials.

XV. Termination

This Agreement shall automatically terminate upon completion of Fall Semester 2025 classes. Either party may terminate this Agreement earlier with written notice in the event of:

  • A material breach of contract by the other party, or

  • Any act exposing the other party to liability for personal injury or property damage.

XVI. Acceptance

By signing below, both parties agree to the terms of this Independent Contractor Agreement.