Vendor Course Instruction (VCI) Vendor Frequently Asked Questions
How do I become a VCI Vendor?
Please download a Vendor Packet. The LiveScan form for this packet is in triplicate and can not be downloaded, emailed or faxed. New vendors can send a request for a LiveScan form to Purchasing or call (760) 765-3847. If you already are a vendor and want to renew your contract for the new school year, please download a Returning Vendor Packet. For more detailed information on becoming a vendor or renewing your contract please contact Purchasing or call (760) 765-3847
Does it cost anything to become a vendor?
No, JCS does not charge a fee to become a vendor. However, each vendor must LiveScan for JCS, and the LiveScan agency will charge a fee that is non-reimbursable from JCS.
Is there a deadline to apply to become a vendor?
No, you can apply during anytime in the year but we encourage you to consider the following: Many of our families make their decisions regarding vendor services for second semester during the month of December, and the JCS student ordering deadline for VCI services is in late January. No orders are processed after that date. Signing up after January will only benefit your business as advertising on our current vendor list until the next school year starts. If you are a returning vendor and you do not have your renewal agreement in the by the summer deadline, your name will be taken off the current vendor list until the updated paperwork is received. All vendor agreements expire at the end of the school year in May.
If I am a VCI vendor can I be an employee or sub-contractor too?
You can not be an employee and a vendor for JCS at the same time. You can be a VCI vendor and a sub-contractor (Special Education vendor or Site Based vendor) at the same time, but you would have separate agreements and billing for each type of service.
I have already LiveScanned for another business; do I have to LiveScan again for JCS?
Yes, it is against the law to share LiveScan results with anyone. They are considered confidential records and are protected by privacy laws.
I was a vendor before, do I have to LiveScan again?
No, once you have LiveScanned for JCS you do not need to LiveScan again. If you decide to discontinue being a vendor, then reapply at a later date, you would not need to LiveScan again. If you stop being a JCS VCI vendor and become an employee or sub-contractor for JCS, you would not need to LiveScan again. Once you are in the JCS LiveScan data base, you are not removed.
The person who LiveScanned for my business is no longer associated with my business, what to I do?
You must immediately have someone LiveScan for your business and notify JCS. If there is no one at your business LiveScanned for JCS, your Services Agreement will become immediately void, all purchase orders will be canceled, student services must stop, and no payments will be issued for services after the LiveScanned person has left your business.
Do all my employees need to LiveScan?
Only one person, usually the owner or lead instructor, needs to LiveScan for JCS. But, all other employees or volunteers who will come in contact with our students must background check for your business. The Employer Fingerprint Certification is your guarantee to JCS that you have background checked all your employees that come in contact with our students. You may have other instructors LiveScan for JCS if you prefer, but because of the privacy laws, JCS could not inform you of a problem. It is best to set up your own background account for your own employees, so you as their employer will be notified if there is a problem with one of your employees. To find out more information how to set up your own background check account and be an authorized agency to receive fingerprint submission information from the Department of Justice, contact the State of California at http://ag.ca.gov/fingerprints/agencies.php. If the person who has LiveScanned for JCS leaves your business, you must immediately have another person LiveScan for JCS or your agreement with JCS will become void, all purchase orders will be canceled, student services must stop, and no payments will be issued for services after the time that person has left your business.
What if one of my employees who I have background checked leaves my business?
The Employer Fingerprint Certification is your guarantee to JCS that you have background checked all your employees that come in contact with our students. It is your responsibility as the vendor to not let any one in contact with our students that you have not background checked. If someone leaves your business that you background check, you must not let another instructor replace that person without a background check. Otherwise your agreement with JCS will become immediately void, all purchase orders will be canceled, student services must stop, and no payments will be issued for services after the time that person has left your business.
Where can I get my LiveScan fingerprints taken?
You can go to any LiveScan Agency or most police stations. Not all fees are the same and some places require an appointment, so call first. You can view a list of LiveScan locations in California at http://ag.ca.gov/fingerprints/publications/contact.php. If you are near one the San Diego County Office of Education locations, we recommend you have your LiveScan done there. For current rates, appointments, and locations see https://www.sdcoe.net/livescan/loc.asp.
When do I need to submit a TB test?
You only need to submit a negative TB test result when you are conducting business on a JCS site. Everyone from your business teaching on a JCS site must submit a negative TB test less than 4 years old toPurchasing or call (760) 765-3847 x 104
Why can’t I charge my private rate?
JCS is a public school using public funds. We can only pay group instruction rates. We can not use public funds for private instruction, summer classes, registration fees, membership fees and clothing expenses.
Can I continue to teach JCS students during the summer time?
Yes, but JCS can not pay for summer classes and the class fees will be at the parents’ expense. You will not receive any purchase orders for the months of June, July, or August and will need to make payments arrangements with the parents before you start any summer lessons.
My children attend JCS; can I be paid for my Vendor Services to them?
No.
How do I advertise with JCS?
There are several ways to advertise with JCS. Your current vendor listing will link to your website address for parents to visit and receive the information you post there about your services. Your vendor listing will also MapQuest the address you provided (just city and state if you’ve requested not to post your entire address). You may send flyers to the JCS Main Office to be distributed during teacher meetings. It may take up to a month for the teachers to receive the flyers depending on when the next meeting will be, this method is not very effective. You can have a flyer in .pdf form attached to your vendor listing screen for people to download and view. Send the .pdf file to Purchasing or call Purchasing (760) 765-3847 for assistance. You can post a short announcement to the JCS Vendor website at by emailing the announcement Purchasing Only current vendors can post announcements, and only one per month. The announcement will appear on the JCS Vendors front web page for 60 days before expiring.
How do I post a flyer?
You can have a flyer in .pdf form attached to your vendor listing screen for people to download and view. Send the .pdf file to Purchasing or call Purchasing (760) 765-3847 for assistance.
How do I post an announcement
You can post a short announcement to the JCS Vendor website by emailing the announcement toPurchasing . Only current vendors can post announcements, and only one at a time. The announcement will appear on the JCS Vendors front web page for 60 days before expiring. Content and graphics must be minimal, please use a link to direct viewers to a page on your own website for details and more information. You will be asked to modify your announcement if it is too large to post
When will I get interested students?
JCS does not guarantee any students will use your services. The current vendor list is compilation of approved JCS vendors for parents to choose out side services using funds from their student’s allotted budget account. Parents will be able to view your vendor information on our website as soon as you become an approved vendor. They will contact their student’s teacher and let them know what VCI service they would like to receive for the semester. Teachers will start submitting VCI requests to JCS Purchasing in the beginning of August for 1st semester and in the beginning of January for 2nd semester. Requests for services can be processed into purchase orders at any time between these months. Processed purchase orders are immediately sent to the vendor.
Can I still teach a student who has withdrawn from JCS?
If a student withdraws from JCS their outstanding purchase orders will be cancelled. Students can continue on with the vendor at their own expense.
A JCS student has signed up for my classes when can I start teaching them?
You must wait to receive a purchase order from JCS before you start teaching classes to JCS students. The purchase order is your guarantee the student has enough funds in their student account for JCS to pay for the lessons. We will not pay for lessons taught before a purchase order has been issued. If you think you should have received a purchase order but have not, please contact Purchasing at (760) 765-3847 or purchasing.
How do I get paid?
Once you have received your purchase order and taught lessons, you need to invoice JCS each month to be paid. Your invoice should include the purchase order number, the student name, the month and services you’re billing for, and the amount. If you do not have a regular invoice form for your business, a blank invoice has been provided for you in the vendor packet. Please remember to add your name and address to the invoice at the top of the form and sign it at the bottom. You may not bill for lessons before they have been taught. Our payment terms are Net 30 days, but most payments take less time to process.
