IALFM / BOARD POLICY
Education Program Policy
Proposed for Board approval • October 2026 • Applies to all IALFM education programs
PURPOSE & SCOPE
Sunday School, kids’ programs, Nazira, Arabic language classes, and every other IALFM education activity are overseen by the Education Committee. Each program may have a lead/team reporting to the Committee under Board oversight.
MANDATORY OPERATING STANDARDS
01
Central enrollment & payment Parents create their profile, add each child, assign each child to a program/class, and pay through the Central Student Profile System. This is the official enrollment and payment record.
02
Background checks for everyone Every education teacher, program lead, employee, contractor, and unpaid volunteer must complete an IALFM background check before serving in any education program.
03
Employment status & Gusto A compensated worker is an employee or contractor, not a “paid volunteer.” All compensated education personnel must be onboarded and paid through Gusto; hourly workers must use Gusto timesheets.
04
Regular education roles: compensation by default Anyone consistently teaching, coordinating or serving an essential education role must be budgeted and offered pay, rather than relying on unpaid labor while charging tuition. The individual may decline compensation in writing where lawful. Regular workers remain accountable for duties and attendance.
05
Larger classes must have a paid teacher Any class with more than 10 students must have a compensated teacher responsible for instruction. Unpaid volunteers may assist but cannot be the sole instructor in such a class.
06
Class assignment, attendance & progress Every student must be assigned to a class in Central School Management. Teachers record present/absent status each class day and maintain individual learning progress in the system.
07
Monthly communication with parents At the start of each month, the program lead/coordinator or teacher emails the curriculum, learning objectives, study materials and teaching approach. At month-end, Central School Management automatically emails each parent an individual progress and attendance report using teacher-entered records.
08
Program-level budgets Each program submits a monthly or annual line-item expense budget for employees/contractors, supplies, snacks, activities, and other costs. A separate student-enrollment forecast is not required.
09
Snacks: allowance & quality Plan $4 per student per class day (proposed, subject to Board approval). Provide enjoyable, wholesome, halal, age-appropriate options, sufficient portions and water; follow food-safety and allergy precautions. Quality takes priority over lowest price.
10
Written SOP & emergency plan Each program documents check-in/out, authorized pickup, early release, illness/injury, emergencies, parent notification, escalation and incident records; submit procedures to the Education Committee.
SPENDING & REIMBURSEMENT: FOUR DECISION RULES
BUDGETED • $1,000 OR LESS
No separate pre-purchase approval. Pay with the assigned Education debit card; upload the itemized receipt to Central Finance / Treasurer.
BUDGETED • NON-CARD
No advance purchase approval if $1,000 or less. If personally paid, submit a receipt-backed reimbursement in Central Finance; payment follows reimbursement approval.
NOT BUDGETED OR OVER $1,000
Submit an expense request in Central Finance and obtain Board-designated approval before purchasing, even when using a debit card. After approval, purchase and file the receipt.
NON-BUDGETED • ALREADY SPENT
File the receipt and explanation in Central Finance for after-the-fact review. For personal-card spending, request reimbursement; pay only after reimbursement approval.
CARD / VENDOR RULE Education purchases through Amazon or Sam’s Club must use the Education-linked debit card. Debit card purchases must retain itemized receipts; non-budgeted or >$1,000 purchases require prior approval.
STUDENT ENROLLMENT FLOW
Parent profile
›
Add child profile
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Program & class
›
Pay via Central Student Profile
MONTHLY PARENT COMMUNICATION Start: curriculum email → Each class: attendance + progress in Central → Month-end: automatic parent report
SOP baseline: Release students only to verified authorized adults; record early releases. For serious injury or danger, contact emergency services, alert the guardian and program lead, and document the incident.
Governance note: BoD-approved budgets must delegate routine spending authority consistent with Constitution Art. 8.7.2. Contracts above $5,000 require three bids (Arts. 5.1.9, 8.2.8). Expense and emergency procedures may be issued separately.
Policy owner: IALFM Board of Directors • Oversight: Education Committee • v1.3 (proposed)