Children's Enrichment Activity External Teacher Registration Process

Children's Enrichment Activity External Teacher Registration Process

Purpose of the program

This program aims to provide the following opportunities for the children of OIST employees and students.

  1. Assistance with school life and learning
  2. Opportunities for other activities

Eligibile to apply

  • Temporary staff members
  • Family members of OIST students or employees
  • Okinawa community members

Not Eligible

  • Official OIST employees: There is a conflict of interest with OIST if you are earning money while using (OIST property).  You cannot earn money while using the facilities here if you are officially employed through OIST.）

Eligible activities

  • Learning support
  • Language support
  • Supplemental lessons
  • Advancement support
  • Other activities for the children's health and wellbeing

Ineligible activities

Activities that may put children’s lives at risk (e.g. activities in water, rock-climbing, etc.)

Policies and Guidelines

External Teacher Registration and Facility Use

  1. An External Teacher using OIST facilities must complete, sign, and date an OIST Community Services Children's Enrichment Activity External Teacher LETTER AGREEMENT form before being able to teach and use OIST facilities.
  2. If the External Teacher is from the external community (not affiliated with OIST), The External Teacher must indicate on the registration form the name of their OIST contact person or list Recreation Services.
  3. In principle, each External Teacher is limited to two days per week with a maximum of one hour per session. However, if the instructor completes the External Teacher registration process and the Recreation Services deems it appropriate, an exception may be made to increase the frequency.
  4. The service by an External Teacher is expected to be provided during the operation hours of School Aged Program. (3:00pm - 6:30pm during the regular school season, 8:30am - 6:30pm during the long school holiday season)
  5. External Teachers may utilize the OIST facilities for free.

​Compensation and Participation Fees

  1. There is an expectation that the compensation rate is between 1,500JPY to 2,000JPY per hour.
  2. Participation fee will be paid directly to the External Teacher from the participant. At no time should the External Teacher change their rates without consulting with the Director of Recreation Services.

Registration and Participant Management​

  1. Recreation Services will be the holder of the registration site for registered users of the activity. This is necessary for audit reasons to track the facility usage and OIST participants.
  2. All new students will need to register using the Recreation Services registration site.
  3. If the External Teacher has their own registration site, it needs to be consulted and approved by the Recreation Services.

Insurance and Liability​

  1. External Teachers are encouraged to provide Recreation Services with an insurance plan that is appropriate for the nature of their activity, in order to cover any potential injuries or damages that may occur during their classes.
  2. OIST and Recreation Services are not liable for any damage, injury, or obligations arising from, related to, or resulting from the teacher's activities.

Safety and Emergency Procedures

  1. The External Teacher must participate in at least one of the emergency drills during the fiscal year conducted by Child Development Center/School Aged Program.
  2. The External Teacher is responsible for communication with the parents when the activity gets cancelled, etc.
  3. If the activity is carried out inside the Child Development Center or School Aged Program facility, children who are not enrolled in the aforementioned programs on that specific day cannot join the activity.
  4. The External Teacher and the parent must sign the document that defines the scope of responsibilities during the activiy.

Restrictions for OIST Employees and Students​

  1. It is an OIST rule that OIST employees/students cannot utilize OIST facilities to make a second income. OIST employees/students are not allowed to use the facilities to earn income. This is due to OIST being subsidized by government funds.

Activity Review and Cancellation

  1. All activities inside the OIST recreation facilities will be reviewed for proper use and class participation. Recreation Services reserves the right to move or cancel your activity based on participation level, not using the facility or breach of agreement.

Child Pickup and Health Considerations​

  1. Always confirm the identity of any adult picking up a child(ren) and ensure they are authorized for pickup
  2. Children who are excluded from CDC/SAP or Elementary School due to illness should not attend enrichment class(es).

Food, Cultural Sensitivity, and Record Keeping

  1. Allergies and Restrictions: Always check with parents for food allergies, dietary restrictions, or health needs before offering food.
  2. Cultural Sensitivity: Respect individual food preferences and cultural or religious dietary practices. Avoid comments about what children eat or don’t eat.
  3. Incident Logos: Record any accidents, injuries, or behavior issues during your class. Share relevant information with parents and staff as needed.
  4. Treat all personal information about children and their families as confidential. Do not share details about a child with others unless necessary for safety or educational reasons—and only with parent/guardian consent or in accordance with child protection protocol.

Enrichment Activity External Teacher Registration process

  1. Contact the Recreation Services to schedule an interview to discuss the following details of the activity:
    ✓ Frequency of the activity
    ✓ Capacity (incl. minimum/maximum number of students)
    ✓ Teaching style (e.g. private lesson, group lesson, medium of instruction, etc.)
    ✓ Expected outcomes
    ✓ Fees
    ✓ Type of insurance plan you will buy for the activity
    * If the activity content overlaps with an existing one, you need to explain the differences and how the students will benefit from the activity; otherwise, the request may be declined.
    **If there is no space available for the activity, the request may be declined.
     
  2. Survey to gauge interest within the community
    ✓ Recreation Services will conduct a survey to gauge interst from the community. If there isn't enough interest, the request may be declined.
     
  3. Preparation to start the activity
    ✓ Location, time, fee, insurance plan, start date will be discussed with the Recreation Services
     
  4. External Teacher Registration form submission + signing the LETTER AGREEMENT+Parental  Acknowledgment Form before starting the activity
  5. Student registration form will be created
    It will be created by the Recreation Services and will be shared with the parents/children through School Aged Program
     
  6. Activity starts

File Attachments

PDF icon Children's enrichment activity Letter Agreement.pdf
PDF icon Parental Acknowledgment Form for Enrichment Activity External Teacher.pdf