Bay Area Academy

Fees Guidelines and Payments for

Field Based Trainers and Trainers
Bay Area Academys Training Specialists (TS) are responsible for negotiating fees for
Field Based Trainers and Trainers serving in the roles of trainers, writers, presenters,
facilitators, or experts for special projects. Once a fee level is established with the
Academy, it shall remain in effect for all Academy functions regardless of the assignment
of TS until consultation with the Assistant Director results in a justified increase. At that
time, the new level will be observed by the Academy.
TS also have the authority to add additional fees for travel, and other expenses for
training supplies with the following parameters.
Fee Schedule for Training Services
The services covered by the following fee schedule include:
o preparation of curriculum including requested tailored material and conference
calls
o day-of-event delivery of training or facilitation
o submission of materials to Training Specialist prior to the event, due at a date and
time negotiated by the Field Based Trainer/Trainer and the Training Specialist.
Trainer Compensation Rates1:
Rate #1A: Core Training $500-$600/day * (NOVICE Level Trainer)
New trainers and/or trainers who do not meet criteria for #2
Rate #1B: CWS/CMS training will be paid at $680.00/day
Rate #2:

Core Training $600-$700/day * (ENTRY Level Trainer)

Core curriculum trainers with at least 2 years Child Welfare training
experience any Regional Training Academy (RTA) in CA. Trainings
sessions must have received positive rating by trainees and
contracting agency. In order to be considered for a move up to the
Journeymen Level and potential increase in contract pay (budget
permitting), trainers must have:
Trained solo for at least 10 trainings
Average PSS/trainee satisfaction scores of at least 4.0 out of 5 point
scale across solo trainings
Been evaluated at least once by BAA staf
Minimum average score of 3.0 out of 4 point scale trainer evaluation
(averaging in the skilled category)
Professional development plan in place
Participated in at least one BAA T4T ofering (if ofered during the
time period under review)

1 Half day trainings will be compensated at 67% the applicable rate as listed above*$30 will be added to
the trainer rate when trainer is responsible for their own copying for a full day/$20 for half day.
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Revised: 2/4/2015

Rate #3:
Core AND Advanced/Specialized Training $700-$800/day*
(JOURNEYMAN Level Trainer)
New Advanced/Specialized trainer for BAA or full-time professional
trainers with at least 2 years Child Welfare training experience with any
CA RTA. Trainings sessions must have received positive rating by
trainees and contracting agency. In order to be considered for a move
up to the Veteran Level and potential increase in contract pay (budget
permitting), trainers must have:
Trained solo (or been lead or equal co-trainer in co-trainings) for at
least five years at BAA
Trained at least 20 trainings
Average PSS/trainee satisfaction scores of at least 4.0 out of 5 point
scale across solo trainings
Been evaluated at least once by BAA staf
Minimum average score of 3.0 out of 4 point scale trainer evaluation
(averaging in the skilled category)
Professional development plan in place
Participated in at least two BAA T4T oferings (if ofered during the
time period under review)
Rate #4:
Trainer)

BAA Advanced/Specialized training $800-$850/day * (VETERAN Level

Specialized/Advance courses with the curriculum and materials
provided by BAA Rate is dependent on trainer experience and
qualifications.

Rate #5:
Trainer)

Advanced/Specialized training $850-1000/day * (VETERAN Level

Advanced/Specialized courses with the curriculum and materials
provided and/or developed by the trainer. Rates are dependent on
trainer experience, qualifications, curriculum development and content
expertise.

Rate #6:

Specialized Training: Above $1000/day (EXPERT Level Trainer)

Advanced/Specialized courses with the curriculum and materials
provided and/or developed by the trainer, who is a subject matter
expert in their field. Rates are dependent on trainer experience,
qualifications, curriculum development and content expertise. Trainer
is sought out statewide (e.g. for new initiatives) or nationally as a
trainer on a regular basis. This level could be used for nationally- or
internationally-recognized trainers working with BAA for the first time.

Co-Training in pairs must receive prior approval from the Academy Assistant Director and will
only be considered for advanced/specialized courses with special circumstances. Co-trainers will
be compensated at 75% the applicable rate as listed above.
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Revised: 2/4/2015

Revised: 2/4/2015

Field Based Training Fees:

Field Based Training is $50 - $140/hour, all-inclusive. The established daily rate will apply
when Field Based Training takes place for 6-8 hours. The established daily training rate
will apply when a combination of training and Field Based Training occur for 6-8 hours in
the same day.
This rate will include preparation, planning calls, scheduling, administration and
professional development as appropriate. Please note: when appropriate, webinars,
Skype or conference calls are encouraged alternatives.
Field Based Training Compensation Rates:
Rate #1
$50-$90
Beginning Field Based Trainer (ENTRY Level Trainer)
Less than 2 years Child Welfare experience as a Field Based Trainer at
any Regional Training Academy (RTA) in CA. Attendance at BAAs Art of
Coaching Academy within first 6 months of Field Based Training for BAA
is required.
Rate #2
Trainer)

$91-$115

Intermediated Field Based Trainer (JOURNEYMAN Level

At least 2 years Child Welfare experience as a Field Based Trainer at

any Regional Training Academy (RTA) in CA. FBT sessions must have
received positive rating by trainees and contracting agency.
Attendance at BAAs Art of Coaching Academy is required.
Rate #3

$116-$140 Advanced Field Based Trainer (VETERAN Level Trainer)

More than 4 years Child Welfare experience as a Field Based Trainer at
any Regional Training Academy (RTA) in CA or certified as a
Professional Coach. FBT sessions must have received positive rating by
trainees and contracting agency. Attendance at BAAs Art of Coaching
Academy is required.

Any payment above the listed compensation rates must receive prior approval from the
Academy Assistant Director.

Curriculum Development2
1. Level 1: Curriculum Development is $500 -$ 800. A Curriculum Packet must includes
all of the following:
Executive Summary (Course Description, Target Audience, Learning
Objectives, Transfer of Learning activities before and after the training)
Trainer Agenda and lesson plan
(include skill based activities)
Learning objectives
Supplemental information (IE: handouts and PowerPoint with trainer notes)
may include integration of engagement, trauma informed practice, cultural
humility, strength based and teaming
2 Curricula may not be reproduced without the permission of the trainer for any other
trainer or for sharing purposes unless the purchase or right to reproduce the curriculum
is explicitly stated in the trainers agreement. Please note: if BAA is paying for curriculum
development, BAA owns the curriculum and can share as needed.
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Revised: 2/4/2015

Bibliography citing evidence based and/or promising practice, citations, and

permissions to copy where appropriate

2. Level 2: Curriculum Development is $2000 - 3000 per day (3 times the trainer rate per
day of training) and includes a trainers guide, plus the above curriculum packet
expectations. BAA pays the rate for new curriculum if multiple trainers and/or
counties will be utilizing it.

Confirmation and Service Agreements

A confirmation letter and service contract will be sent to the contractor or consultant to
confirm the total fees. Agreements will be sent by the Fiscal Coordinator (FC) and a copy
will be sent to the TS. Service Contracts need to be included with the letter and returned
to the FC prior to the training event to insure prompt payment processing. Letters should
include:

dates, title, location, time of training and identify the contract for which the services will
be performed.
established fee for training, which includes preparation, travel and delivery time
Consultant/trainer Contact Information
due date for Trainer Packet to be received by the Training Specialist
key points to be included in the training if tailoring has been requested
due dates for trainer bio, Executive Summary (if information is not yet in Academys
catalog)
due date for completed contract paperwork
referral telephone numbers for additional assistance (i.e. Training Specialist for content
and logistics information, Events Coordinator for lodging referrals, and Fiscal Coordinator
for fiscal or payment concerns)
cancellation date by Academy or trainer without penalty

Scope of Work
A scope of work will be developed by the TS and in addition to the items required for a
CL:

dates, title, location, time of training and identify the contract for which the services will
be performed.
established fee for training, which includes preparation, travel and delivery time
Consultant/trainer Contact Information
due date for Trainer Packet to be received by the Training Specialist
key points to be included in the training if tailoring has been requested
due dates for trainer bio, Executive Summary (if information is not yet in Academys
catalog)
due date for completed contract paperwork
referral telephone numbers for additional assistance (i.e. Training Specialist for content
and logistics information, Events Coordinator for lodging referrals, and Fiscal Coordinator
for fiscal or payment concerns)
cancellation date by Academy or trainer without penalty

will describe the deliverables for the contract, maximum contract amount, and
timeframe of deliverables per agreement.

Revised: 2/4/2015

Travel

The Academy will provide referrals for lodging requested, but is not responsible for securing or
reserving any travel reservations. The Academy does not require any receipts at this time. The
travel allowances are part of the fee paid to the consultant. Overall, the Academys expenses
may increase if it secures trainers and consultants farther away from the Bay Area. The
underlying premise for this is that if an expert does not reside within the immediate area, it is
important to maintain a higher level of quality by importing an expert from outside the
immediate area. Travel expenses may be negotiated on a case by case basis with the approval of
the Academy Assistant Director and shall be included in an all-inclusive daily rate. The invoice
shall be submitted for payment and will be reflected on a 1099 form as income for the contractor.
The itemized travel list assures travel was necessary and appropriate based on standard
reimbursement rates. Trainers should request state rates for lodging. Rental cars must be preapproved as a travel expense with the Training Specialist Supervisor.
Distan
ce

Bay
Area
Califor
nia
Nation
al

Per diem

(depending on
meals provided @
training, must be
an overnight to
receive)

Maximum
meal
reimbursem
ent
amounts
are $50.
If any of the
following
meals are
provided
subtract
accordingly:
Breakfast
10.00

Lunch
15.00
Dinner
25.00

Lodging

(must be traveling 60+

miles one way. Referrals
provided by TS)

All Counties/Cities
located in California
(except as noted
below):
Actual lodging
expense, supported
by a receipt, up to
$90 per night, plus
tax.

Napa, Riverside, and

Sacramento
Counties:
Actual lodging
expense, supported
by a receipt, up to
$95 per night, plus
tax.

Mileage

Estimated
local
mileage
and tolls @
$.50/mile
Includes
bridge tolls
and
parking

Travel
Car rental

Up to
$45/day
max
including
taxes (no
mileage
reimbursem
ent all
inclusive)

Airfare

Rate will be
based on lowest
airfare available.
BAA
recommends
purchasing
refundable
tickets do to the
rare need to
reschedule
and/or cancel
training.
(Trainers will be
given 10 days
notice if the
training is
cancelled).

Los Angeles, Orange,

and Ventura
Counties and
Edwards AFB,
excluding the city of
Santa Monica:
Actual lodging
expense, supported
by a receipt, up to
$120 per night, plus
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Revised: 2/4/2015

tax.

Alameda,
Monterey, San
Diego, San Mateo,
Santa Clara
Counties:
Actual lodging
expense, supported
by a receipt, up to
$125 per night, plus
tax.

San Francisco
County and the City
of Santa Monica:
Actual lodging
expense, supported
by a receipt, up to
$150 per night, plus
tax.

+ 14% for hotel tax

Rate Increase
BAA has established its fee guidelines in congruence with other RTAs and the State and
is in compliance with the Fresno State Foundation travel policy. All contractors and
consultants are hired taking into account their subject knowledge, experience and
expertise. Once a fee is established it will remain in effect for all future training with BAA.
BAA will review rates periodically for modifications based on experience and years
training for the BAA and other RTA, publications and subject matter expertise.

Revised: 2/4/2015