Mentor Teacher Honorarium Job

Aid
This job aid describes the process used to pay mentor teachers who supervise
Special Education practicum students. The following activities happen each
semester (Fall, Spring). Remember that there are two mini-mesters within each
semester so we are likely to have multiple sections of practica some of which start
at the beginning of the semester and end in the middle. Others will start in the
middle and end at the end of the semester.
Outcome:

Customers:

Mentor Teachers receive honorarium for their supervision of our

practicum students within 3 weeks of the end of their
responsibilities.
Mentor teachers and the Online Practicum Coordinator

The following sequence of activities occurs each semester.

Responsibl
e

Action

Due

Everspring Updates SPED Mentor Teacher practicum

spreadsheet (located XXXXXXXXX ) Fields:
Semester/mini-mester/Year; Course Number; Last
Name;First Name;

2 months
prior to
semester

Marti updates District;School; Mentor Teacher Name,

MT email,

Marti
Elford

Initiates payment for service process by sending

spreadsheet to SPED Administrator (Shaunna Price).

2 months
prior to
semester

Shaunna
Price

SPED Administrator reviews spreadsheet for

completeness and sends to designated student hourly

1.5
months
prior to
minimester

Designate
d Student
Hourly

Student hourly sends email (template located

LOCATION) to mentor teacher/teacher candidate that
includes 4 items: (1) link to mentor teacher webinar;
(2) mentor teacher guide; (3) W-9 form; (4)
Contractual Service Form (pre-completed as much as
possible). Forms located:

7 weeks
prior to
semester

Marti
Elford/Ever
spring
Include
link to MT
webinar

Email
template

Mentor Teacher Honorarium Job Aid

Page 2
(first one
sent with
forms
include
deadline
date.

SPED
Business
Office

Mentor Teacher completes W-9 and Contractual

Service Form and returns to SPED admin (front office).
specialedu@ku.edu

6 weeks
prior to
Semester

Designate
d Student
Hourly

Forms are collected and compiled, and stored on S

drive (xxxxx location) Spreadsheet is updated with MT
mailing address and any other corrections needed.
Marti Elford and Shuanna Price are notified that
process is complete when all MT forms are in.

5 weeks
prior to
Semester

Shaunna
Price

Completed spreadsheet and forms are sent to the

SOE Business office for Mentor Teacher set up in
system as vendors.

4 weeks

Marti
Elford

Marti sends link to Qualtrics survey to designated

student hourly

Week 6
of minimester

Designate
d Student
Hourly

10 CAEP Qualtrics survey sent to mentor teacher for

completion

Week 7
of each
minimester,
Spring A,
Spring B,
Fall A,
Fall B.

Marti
Elford

11 Marti notifies Business Office which mentor teachers

are designated for payment (those who have
completed the CAEP Qualtrics survey).

End of
minimester

Business
Office

12 Business office updates spreadsheet as payments are

made. A copy of the spreadsheet is sent weekly back

Email
template
to be sent
with
Qualtrics
Link.

/SPED/EVERSPRING ONLINE/PRACTICUM/Mentor Teacher/MT Payment Process Job aid

v.2

Mentor Teacher Honorarium Job Aid

Page 3

to designated student hourly.

Designate
d Student
Hourly

13 Designated student hourly to send printed thank you

card to mentor teachers whose payments have been
sent.

template
for thank
you
Marti
Elford

14 Marti verifies that Business Office has made

payments.

/SPED/EVERSPRING ONLINE/PRACTICUM/Mentor Teacher/MT Payment Process Job aid

v.2