This document provides policies and guidelines for teachers in the A.C.E. World Language & Culture Ambassadors enrichment program. It outlines expectations for communication with coordinators, schools, and parents. Policies address punctuality, missed classes, dress code, attendance tracking, dismissal procedures, classroom management, and curriculum guidelines. Teachers are expected to submit timesheets and expense reimbursements by the 15th of each month to receive payment on the first of the following month. Training is required to familiarize teachers with the program's methodology.

1. Introducing kids to the world through language and culture learning
A.C.E. World Language & Culture Ambassadors
A.C.E. World Language & Culture Ambassadors - WLCA is an
enrichment program that offers world language and culture classes
before or after school to elementary school students throughout
the Puget Sound region.
WLCA Teacher Policies

2. WELCOME!
Welcome to A.C.E. World Language & Culture Ambassadors!
We are thrilled to have you as part of our team and wish you a successful year
teaching. These slides will provide you with an explaination of all the WLCA Teacher
policies and are intended to answer common questions. These policies are in place
to help with your success, so please make sure you review and understand all of
the policies.
A.C.E. WLCA needs to maintain a high level of consistency among Teachers’ methods,
lessons, and the operation of all our classes. Therefore, we want to provide the
same information to everyone. Please carefully read and follow all of the policies
on these slides. If you have any questions, do not understand a policy or have any
concerns, please call your Area Coordinator or the A.C.E. office.
We are here to help!

3. Part 1: Communication
• Respond to all emails and phone calls by your Area
Coordinator within 24 hours.
• If you let more than 2 days go by without responding to your
Area Coordinator, there will be a review of your position and
you may be let go.
• Cc your Area Coordinator on all emails to parents.
• Keep your Area Coordinator updated regarding your classes.
• Teachers meetings will be held throughout the year; your
attendance is highly recommended. These meetings are a
great opportunity for exchanging ideas and materials with
other teachers.
• We are here to support you! Everyone will have some sort
of problem at one time or another. Let us know how we can
help you.
Communication is a very important part of your job!

4. Part 1B: Communication
With Your School
• Try to introduce yourself to the Principal of the
school or someone in the office. Ask your Parent
Coordinator or Area Coordinator to introduce you.
• Be courteous to the room your class is in. Leave the
space exactly as you found it. Make an effort to
introduce yourself to the classroom Teacher (if you
are using a classroom).
• Your Parent Coordinator is your best resource for
questions or problems related to the school.
• Do not use the copy machines at schools! Unless you
have been given permission. Inform your Area
Coordinator if you have been given permission.

5. Part 1C: Communication
With Parents
• Before the first day of class, send an email to the parents telling them about yourself, where
you are from and your experiences with language and culture. Please include your
expectations for the class, and outlining the classroom rules. Invite parents to observe a
class, but inform them that they should give you an advanced notice.
• 2 update emails should be sent to parents throughout your lessons. These emails should
provide information, in a positive and encouraging tone, on the general progress of the class:
vocabulary learned, games played, songs learned, etc. There are sample emails online on the
Teachers Portal, but we encourage you to write emails of your own with details specific to
your class. Don’t forget to Cc your Area Coordinator!
• When parents approach you in person before or after class, please listen carefully to their
questions or concerns, and respond as best you can. Parents may want you to be aware of a
special issue regarding their child, or ask about your teaching style and objectives. If they
have questions about the overall program, please tell them to contact your Area
Coordinator.
• If parents call our office wishing to speak with you, we will not give out your phone number.
Instead, the WLCA Coordinator will call you and leave a message for you to call the parents.
Please return phone calls promptly.

6. Part 2: Punctuality
Arrive 10 Minutes before class
• Arrive at least 10 minutes before the start of a
lesson.
• Leaving children unsupervised is unsafe and causes
a poor relationship between our program and the
school.
• Do not be late! Parents and school staff always call
the A.C.E. office very upset when a Teacher is late.
• Arriving 10 minutes early allows you to prepare the
classroom and all your materials for when the
students arrive.
• If you have been late to class 3 times, you will have
to give one additional lesson to your students,
without pay, to compensate. Your position will also
be reviewed and you may be let go.

7. Part 3: Missed Classes
Missing a class in advance:
If you know you are going to miss a class
in advance:
• Inform every parent in advance.
• Inform your Area Coordinator, the
Parent Coordinator, and the school.
• Sending a note home with the
students is NOT enough.
• Call each parent or send an email,
depending on what your Area
Coordinator tells you.
Last Minute:
If you find on short notice that you will be
unable to make class:
• Call your Area Coordinator and/or
Parent Coordinator immediately.
• Call the school immediately.
• Call each parent immediately.
• If you know another A.C.E. WLCA
Teacher that can substitute, call
them.
All cancelled classes must be made up at the end of the term.

8. Part 4: Dress Code
• Please dress appropriately
for a school setting.
• Jeans are okay (no holes).
• No tank tops.
• No sweatpants.
• You should be
comfortable and
professional looking.

9. Part 5: Attendance/Absences
• Take attendance at the beginning of every class.
• PM Classes: If a student is absent immediately notify the main office to find out if they were
absent or to make sure the student has not taken the bus home. You may need to send a
student, or 2 students, to the main office with a note, flag down a teacher in the hallway to
help you, or call from the classroom.
• NEVER leave your class unattended.
• If the absent student is believed to have gotten on the bus or you do not know where they
are:
1. Ask the main office to contact the parent immediately.
2. If the main office is unable to do so you must CALL the parent immediately to find out
if the student is home or inform them that their student needs to be picked up from the
bus stop.
• AM Classes: If a student is missing, mark it on your attendance sheet and email or call the
student’s home after class asking about the absence.
• NOTE: All classes are different and you may have a different procedure for absent students,
but you need to know where all of your students are. Do not just ignore absent students.

10. Part 6: Dismissal Procedure
• AM Classes: Be sure to dismiss students at the
designated time. Many schools have a morning bell
which indicates that students can walk to their
classes. Students should not be dismissed earlier
than the end of class.
• PM Classes: Make sure students are dismissed to
the correct place. Your student roster should show
where each student is going after class. Some
students may be dismissed to:
– A parent or approved adult
– Walk home
– After school program
– Bus

11. Part 7: Snacks
• Due to possible health risks,
A.C.E. WLCA does not
provide snacks.
• PM Classes: you can allow
students to have a small
snack (if they brought one)
at the beginning of class.

12. Part 8: Transporting Students
You should never transport
a student in a personal
vehicle.
If you organize a field trip
parent volunteers must
drive the students.

13. Part 9: Discipline/Classroom Management
• Establishing a classroom routine is a great way to avoid problems.
• Address behavior problems with individual students immediately.
• Follow these procedures when dealing with a disruptive student:
– Notify the parent of the problem. If you are not comfortable notifying the parent
yourself, please talk to your Area Coordinator for help.
– Notify your Area Coordinator of the problem.
– If the problem continues a meeting will be held with the student, parent, Area
Coordinator and yourself, and possibly the Principal. Call your Area Coordinator to set
up this meeting
• Members of the A.C.E. WLCA staff are always available to come to your class, observe the
situation and provide support. Don’t be afraid to ask for help!
• Please let your Area Coordinator know of any classroom management or discipline problems
you are having.

14. Part 10: Timesheets
• If possible, fill out the timesheet on a computer and submit it through
email.
• Fill in your information (including school(s) name) then save it to reuse
each month!
– You can use the copy you saved to fill out your timesheet each month without having to
retype all of your information.
– All you will have to change is the month, month starting, month ending and dates
worked.
• Put a 1 in the box under each date that you taught. It should
automatically add up your total hours for the month.
• Double check your dates to make sure they are correct.

15. Part 10: Timesheets
Example!

16. Part 10B: Expense Reimbursement Forms
• You’re teaching assignment will tell you how much you can spend on classroom materials. Do
not exceed this amount.
• When you purchase materials, keep all of your receipts.
• Fill out an Expense Reimbursement Form and submit it with your receipts and timesheet by
the 15th
of the month.
• Please save your receipts until you have at least $10 in expenses (unless you do not plan on
spending more than $10).
• Please make use of the materials provided to you in the Teachers Kits before purchasing
materials.
• Reimbursable materials include:
– Copies/Printing
– Small prizes
– Supplies for activities
• Items that remain in the possession of the teacher, such as books and games, will not be
reimbursed.
• If possible, please fill out your reimbursement form on the computer and scan your receipts
then email it to your Area Coordinator. The form should calculate your total for you.

17. Part 10C: Pay Periods
Submit forms by the 15th of every month!
• Submit your timesheet and expense reimbursement form BY THE 15TH
OF
EVERY MONTH.
• You will not get paid if you submit your timesheet later than the 15th
.
• Do NOT submit timesheets months later. This messes up the WLCA budget
and creates a lot more work for the office staff.
• All A.C.E. staff get paid on the first day of each month.
• Reimbursement checks will be sent on the first of the month.
• Once you have completed your teaching assignment, your final paycheck will
be issued after all teaching materials have been returned.
• You will be billed for any materials lost or not returned.

18. Part 11: Curriculum
• You will be given a copy of the WLCA curriculum. You can also access it
online.
• The curriculum is a wonderful tool for guiding you through each lesson.
• Before your classes begin, you should read through the first few lessons in
order to prepare yourself.
• Familiarize yourself with the methodology of Total Physical Response and
the Natural Approach.
• You do not have to follow the curriculum step by step. We encourage you
to be creative and use your expertise.
• We do require that you remember that WLCA is an introductory program.
• We do not focus on reading or writing, instead we focus on
comprehension.
• We are inspiring students to continue studying language and culture!

19. Part 12: Training
• We require all teachers get trained
on our methodology and
curriculum.
• There is a free training every fall.
• If you are unable to attend this
training, you must watch the entire
training video online.
• We highly encourage you
participate in other trainings
outside of our program that will
help you grow as an educator.

20. Part 13: Teachers Site
Great teaching tool!
Visit
https://sites.google.com/a/cultural.org/a-c-e-wlca-teachers-site/
Here you will find tons of resources to help you be a successful teacher!
There are songs, games, videos and more.
You will have access to timesheets, expense sheets and other important
A.C.E. WLCA documents.
Please take advantage of this website.

21. ‫شكرا‬
Thank you!
謝謝 merci
Danke
grazie
ありがとう
감사합니다
‫شما‬ ‫از‬ ‫تشکر‬ ‫با‬
obrigado
¡gracias!спасибо
Please let us know if you have any questions,
concerns or suggestions!
WLCA main email: wlca@cultural.org
WLCA office phone: (206) 217-9644 ext. 220
Have a Great School Year!